Records Management Overview:

Coherent records management policies, procedures and practices are essential for good governance, effective and proficient administration. Effective records management ensures than an organisation is able to effectively manage its resources and provide accurate and relevant service delivery, as well as a platform that provides accountability and protects the rights of individuals while complying with statutory and regulatory requirements on the effective management of information resources.

Advantages of effective records management are:

1. A comprehensively developed file plan enables organisations to find their information effectively. Correctly filed and stored records are more easily accessible, which facilitates good governance, transparency and accountability and regarded as an internationally recognised best practice.
    

2. Organisations are able to perform their functions successfully and efficiently because the flow of information is orderly and efficient.
    

3. Trustworthy records are created and maintained in accordance with recordkeeping systems which mirror the business processes and activities of the organisation.
    

4. Eliminating the unnecessary duplication of records ensures efficiency and better economies of scale.
    

5. A well managed retention and disposal procedure enables an organisation to retain only the records required for functional purposes, while still observing statutory and regulatory requirements concerning the management and disposal of records.
    

6. Effective records management control ensures and prevents unauthorised and inappropriate information about businesses processes and individuals being disclosed which could harm the organisation or infringe on the privacy rights of individuals.