Records managment

The RMA's primary management functions are categorizing and locating records and identifying records that are due for disposition. There is a trade organization for commercial records centers for example, PRISM Internationalhowever, not all service providers are members.

Corporate records compliance issues including retention period requirements and the need to disclose information as a result of litigation have come to be seen as important. Plan compliance for social content If your organization uses social media such as blogs, wikis, or My Sites, determine how this content will become records.

What Does That Mean?

You may improve this articlediscuss the issue on the talk pageor create a new articleas appropriate. Retrieval of records In addition to being able to store records, enterprises must also establish the proper capabilities for retrieval of records, in the event they are needed for a purpose such as an audit or litigation, or for the case of destruction.

Records management Records management, also known as Records information management or RIM, is the professional practice or discipline of controlling and governing what are considered to be the most important records of an organization throughout the records life-cycle, which includes from the time such records are conceived through to their eventual disposal.

Records Management Applications RMAs are considered to be software used by an organization to manage its records. Businesses and individuals wishing to convert their paper records into scanned copies may be at risk if they do so. Electronic records management systems[ edit ] An Electronic Document and Records Management System is a computer program or set of programs used to track and store records.

Records management in SharePoint Server

Tools such as document scannersoptical character recognition software, and electronic document management systems are used to facilitate such conversions. The goal of records management is to help an organization keep the necessary documentation accessible for both business operations and compliance audits.

Records management

Commercially available products can manage records through all processes active, inactive, archival, retention scheduling and disposal.

Just as the records of the organization come in a variety of formats, the storage of records can vary throughout the organization. An issue that has been very controversial among records managers has been the uncritical adoption of Electronic document and records management systems.

Design the records management solution Determine whether to create a records archive, to manage records in place, or to use a combination of the two approaches. Researches and implements technological solutions and business processes to help ensure that the organization complies with its records management obligations in a cost-effective and non-intrusive way.

Based on your file plan, design the record archive, or determine how to use existing sites to contain records. A method for collecting records that are no longer active from all record sources, such as collaboration servers, file servers, and email systems.

A file plan that indicates, for each kind of record in the enterprise, where they should be retained as records, the policies that apply to them, how long they must be retained, how they should be disposed of, and who is responsible for managing them.

Destruction of records ought to be authorized by law, statute, regulation, or operating procedure, and the records should be disposed of with care to avoid inadvertent disclosure of information.

Records management in SharePoint Server

Once declared, a record cannot be changed and can only be disposed of within the rules of the system. Analyze organizational content Before creating a file plan, records managers and content managers survey document usage in the organization to determine which documents and other items can become records.

Physical controls may be used to keep confidential records secure — personnel files, for instance, which hold sensitive personal data, may be held in a locked cabinet with a control log to track access.

By carefully categorizing all enterprise content in your organization, these people can help you ensure that documents are retained for the appropriate period of time. Records may be managed in a centralized location, such as a records center or repository, or the control of records may be decentralized across various departments and locations within the entity.

Vital records may need to be stored in a disaster-resistant safe or vault to protect against fire, flood, earthquakes and conflict. File plans differ from organization to organization, but generally they describe the kinds of items the enterprise acknowledges to be records, indicate where they are stored, describe their retention periods, and provide other information, such as who is responsible for managing them and which broader category of records they belong to.

Organizations that manage records casually find it difficult to access and retrieve information when needed. A content analysis that describes and categorizes content in the enterprise that can become records, that provides source locations, and that describes how the content will move to the records management application.

Retention schedule A records retention schedule is a document, often developed using Archival appraisal concepts and analysis of business and legal contexts within the intended jurisdictions, that outlines how long certain types of records need to be retained for before they can be destroyed.

Impact of internet and social media Another issue of great interest to records managers is the impact of the internet and related social media, such as wikisblogsforumsand companies such as Facebook and Twitteron traditional records management practices, principles, and concepts, since many of these tools allow rapid creation and dissemination of records and, often, even in anonymous form.

Records management establishes policies and standards for maintaining diverse types of records. Some, but not all, documents within an organization become records.

Some, but not all, documents within an organization become records. Records Management State Records Management. The Pennsylvania Historical and Museum Commission, in conjunction with the Secretary of Administration, is responsible for implementing the Commonwealth's records management program.

Records management (RM) is the supervision and administration of digital or paper records, regardless of format. Records management activities include the creation, receipt, maintenance, use and disposal of records.

Summary: Learn about records management and the records management planning process in SharePoint Server. A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention.


ARMA International serves professionals in the records, data and information governance industry looking to further their education, stay up to date on the latest news and network with other information management individuals. ARMA delivers the resources you need to succeed in a world filled with big data, blockchain, risk compliance and changes in.

Records Management Solutions. As technology has evolved and federal space has been reduced, the need for managing both physical and electronic records has.

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What does Records management mean?