Why archives management

We place some essential cookies on your device to make this website work. We'd like to use additional cookies to remember your settings and understand how you use our services. This information will help us make improvements to the website. The records management process helps to ensure that historically significant records, including electronic records, are smoothly transferred to archives for permanent preservation. But with effective retrieval and accessible systems, your agency can make informed decisions in a snap.

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.

Archives are those records that have been selected for permanent preservation because of their administrative, informational, legal and historical value as evidence of official business of the UN.

All information and records go through a lifecycle. Knowing what stages records go through helps with identifying the most important activities that need to happen to protect and properly organize the Organization's records.

The objectives of this initial stage are:. Identify and apply an appropriate security classification. Distinguish between records and non-record copies or working documents, to be able to appropriately segregate them in the filing system.

Place the record in an organizational classification scheme or file plan either in paper e. After the first phase records immediately enter an Active phase of the lifecycle. It means that they are often used, shared between colleagues, retrieved to support day-to-day business and referred to. The objectives of this stage are: Create complete and accurate records that provide evidence of the organization's functions, activities, decisions, transactions, procedures, etc.

Introduction to archival terminology. Association of Records Managers and Administrators, Inc. Harvard Library Preservation Services.