Corporate E-Learning

Every organization is responsible for maintaining records. The ability to create, organize, and maintain records and archives is essential to success. Correct records keeping will not only offer liability protection; it will also increase efficiency and productivity. To put it simply, maintaining records and archives will improve the bottom line.

Records are in every organization. From purchasing reciepts to tax documents to communications, they need to be identitied and managed properly. The method of records management that a company uses should be tailored to fit the needs of the organization. There are, however, some basic concepts in most records management systems.

Managing records is an ongoing process that affects everyone in an organization. Establishing a records program with appropriate standards will help ensure that records are easily maintained. Additionally, a familiarity with different managing systems will help you choose the best methods to integrate into your organization.

Functional records management requires understanding the context of records within the work of the company. This includes a basic understanding of the corporate environment as well as internal and external influences on records and the organization. By collecting records and analyzing information, changes can be made to the records management program that will support organizational needs.

Most records management systems focus on routine processes. It is important, however, to view all processes in their context, including creative process. A knowledge of analysis systems and records surveys will also provide a context necessary to understand best current systems and how they operate in the process of records management.

Once you have established the context of records, you will need to begin the classification process. By implementing classification, you will be able to build links between the records that assist in the retrieval and the clarification of records. There are different methods of classification, but functionality is a conventional classification method. Once the functions are established, they can be prioritized and assessed.

The system of storing and maintaining records will determine how the records are arranged and grouped and how files are built. Paper-based systems are traditional systems that have been used to maintain records before electronic or hybrid records were created.

Electronic records lack the restrictions that paper records have. They are not as limited by physical space and can be easily created and accessed. More and more organizations rely on electronic records and implement electronic record management programs. They are easily classified and can contain more metadata than the traditional paper method.

Even as more and more companies attempt to go paper-free, it is not always possible to remove paper files from the records. This tie is how hybrid systems become necessary. Hybrid systems carry their own complications and limitations, but awareness of the potential pitfalls will help prevent problems before they begin and allow you to design the most efficient system to manage and maintain records effectively.

Appraisals are necessary for every records management system. It is through appraising and evaluating records that you will know which ones to maintain and how. Appraisals help develop and improve the management systems, including archiving and disposal. There are different methods of appraisal, but most of them are tied to the information about its financial, legal, and administrative functions within the organization. The historical value of records is also considered before final decisions are made.

Regardless of the types of records or details of the records program, it is important to make sure that they are maintained properly. It is better to prevent a disaster than address it afterward. Be aware of any risks and make sure that everyone understands the proper procedures for storing and handling important documents and records. Proper records maintenance will also address archives and the correct records conversion.

Although this workshop is coming to a close, we hope that your journey to learning about archiving and records management is just beginning. Please take a moment to review and update your action plan. This will be a key tool to guide your progress in the days, weeks, months, and years to come. We wish you the best of luck on the rest of your travels!