Recorded information is without doubt one of the most important resources of the public and private business. Records are the tools with which government and private business is transacted. Without properly managed records, both current and non-current, an institutions “memory” would be greatly compromised. It is because of this realization that the government is keen to improve records and archives management as a strategic tool for good corporate governance.
Today, recorded information is the Life blood as well as corporate memory of virtually all organizations. Our ability to use information effectively can be either enhanced or diminished by the huge volumes of it that are available. While more information can lead to better decisions on the other hand, the volume of information must be matched with the ability to control and to provide access to it as needed.
Because of its great VOLUME, POWER and IMPACT, the information resource is one that must be managed effectively to be of value.
Records permit organizations to FUNCTION! If we accept that information must be managed to be usable, where do records fit into the picture?
To come to a proper understanding of records management it is necessary to understand the following:
- Meaning of term records
- Why records are created and kept
- Information life cycle concept
- Why records management is necessary