Why is records information management important

Management System for Records can also benefit organizations in terms of risk reduction. The relationship between records and risks can be seen in two ways, risks deriving from bad records management, and records used as a tool to mitigate risks.

The former means that organizations can face business risks associated with records management, such as compliance concerns, disaster recovery issues, public relations crises, discrete information breaches and security threats. Whereas, the latter is related to a records management system in place to prevent the above mention issues from happening. Providing your organization with the proper records and information management systems associates with recognizing potential risks in maintaining records, and acquiring a strategic plan to moderate the likelihood of damaged or loss data.

Organizations preventing the loss of vital records and information prepare a Disaster Recovery plan that should identify and evaluate the risks that are most probable to affect business continuity through the systems that maintain records and vital information. Organizations still encounter difficulties keeping up with the increasing amount of documentation needed to be managed and controlled. This can occur simply because records managers lack professional training and development prospects.

As a global provider of training, examination, audit, and certification services, PECB offers its expertise on multiple fields, including ISO training and certification services. For more information related to ISO certification click here. Infographic View Infographic:. However, it must also be recognized that the individual citizen has a right to privacy concerning personally sensitive data supplied in confidence to government or private organizations. Adherence to the requirements of Freedom of Information legislation, or any applicable legislation is essential.

Adopting a records management policy keeps sensitive data protected in the event of an emergency or natural disaster. Electronic records and data backups that are essential to continuity can be stored in secure media vaults, protecting them from internal or external threats.

When documents are stored onsite and disorganized, you must constantly sift through them to locate relevant information. After retrieval, you must undergo an additional refiling process. With a unified records management system, content is stored in a centralized repository.

A RIM program requires a well-organized, consistent plan-of-action structured around your long-term goals. VitalWeb VaultWeb What is Records Management? Records management software not only makes document retrieval more streamlined, but it disposes of unwanted data so that your most important items can be utilized unencumbered.

Plus, with a cloud-based records management system, data can be shared and updated remotely rather than solely on-premises. This level of retrieval capability allows managers or department leads to have all the information they need right at their fingertips, and enables them to achieve smarter, more deliberate outcomes time and time again. In fact, well-executed records management mitigates these risks in much the same way that legal counsel or an insurance policy might — by protecting against unwanted or unforeseen future events.

While most compliance risk comes from documents that are destroyed prematurely, there is equal or greater risk in storing documents for too long; records can and should be destroyed after a certain number of years, depending on the file type. If a file is retained beyond when it was supposed to be destroyed, it can still be used against an organization in legal proceedings.

Protecting your data is one of the greatest concerns of agencies everywhere as it should be. Every organization, no matter the size, needs intelligent programming to help protect its personnel files and other confidential information from the threat of disaster or theft.

Every single record created within a given business day could be used or referenced down the line in pivotal decisions, policy updates, and so on. This preservation of knowledge is essential for the continued success of your agency, as well for improved productivity within your department in both the short and long-term.

By implementing a strong system for records management, you can boost the overall feeling among everyone on your staff, and give increased confidence that things are running according to plan. This expense seemed to be continually growing, given their increasing record volumes and the labor it took to manage 20, boxes of case files. Locating documents was a daily frustration, and the TDI team was struggling to respond to record requests in a timely manner.

However, the tide really turned for this organization when they sought the help of Image API to digitize over , case files.