Why Records Management

Lisa Maxwell, CRM

Deputy Town Clerk

Town of Gilbert

Why have a Records Management Program?

It makes good Business Sense!

And it is required by State statute – ARS §41-151.14(A)(1)

What is Record Management?

The application of management principles to the systematic control of the life cycle of all records created or received in the course of business. It provides measurable benefits in many areas, including cost reduction and avoidance, protection of vital records needed in case of disaster, systematic destruction of records and the preservation of historical records.

Objectives of a Records Management Program

Categories:1. Service – effective and efficient

2. Cost avoidance

3. Social – moral, ethical and legal responsibilities

Records Management objectives usually fall into one or more of these 3 categories

TEN BUSINESS REASONS FOR RECORDS MANAGEMENT(IN NO PARTICULAR ORDER)

1. To Control the Creation and Growth of Records

After years of hearing about the paperless office, how many people actually have less paper now?

An effective records management program addresses creation and retention of records in all formats

2. To Reduce Operating Costs

Every department is completing for limited resources.

Paper records: filing equipment, space in offices, and staff to manage records

Electronic records: hardware, software, and annual maintenance fees

3. To Improve Efficiency and Productivity

A good records management program utilizes an enhanced retrieval system.

This includes a well defined filing systems with effective indexing (paper and/or electronic).

4. To Assimilate New Records Management Technologies

Buying new electronic systems with enhanced record-keeping features cannot solve filing problems.

Analyze existing records and if necessary over-haul current system.

5. To Ensure Regulatory Compliance

The only way an organization can be reasonably sure it is in compliance with laws and regulations is with a good records management program.

Destroy records at the end of their retention period.

Promptly fill public records request – with ALL records requested.

6. To Minimize Litigation Risks

Routine destruction of records in the normal course of business can reduce liabilities associated with record disposal.

7. To Safeguard Essential Information

An important part of a records management program is a program to identify and protect essential records from disaster or catastrophe.

8. To Support Better Management Decision Making

A records management program can help ensure managers have the information they need when they need it so they can make better informed decisions.

9. To Preserve the Corporate Memory

Records contain institutional memory. Every day records are created which could be background information for future management decisions and planning.

10. To Foster Professionalism

An office with disorganized records creates a poor working environment.

The perception of the public and “image” and “morale” of the staff is a good reason to establish a

records management program