Records Management Programs

Records Management Programs

One of the most critical responsibilities of an organization is to keep an effective records management program. A records management program includes guidelines and procedures based on business needs that ensure that an organization’s files and records are kept in an organized approach and suitable format (Kempner, 2018). This approach ensures that essential records remain in the office as long as they are required, thus protecting them from damage or loss. Not only does the records management program describes the guidelines for the storage of crucial files, but it also identifies procedures for disposition of non-current records. A good records management program will explain all the content and purpose of each record kept in the inventory. Owing to unforeseen catastrophic events that could lead to damages and loss, there is a need to briefly identify the various business reasons as to why organizations require an efficient and effective records management program.

According to McDonald (2018), a records management program helps an organization categorize, store and preserve records securely from any destruction. There are numerous business reasons as to why organizations develop and implement an effective records management program. To begin with, organizations need to control the creation and development of vital records (Kempner, 2018). There are two primary reasons why organizations require to control the growth of records. One reason is that it limits the number of records and duplicates created, which are non-essential to the business. The next reason is that it serves as a controlled mechanism to destroy useless and inactive records. The second business reason for developing effective records management is to preserve the organization’s space or memory. An organization’s storage space is an essential asset that should never be overlooked. Namukasa (2017) states that business records are created every day and, in the process, become critical background data for the organization’s future planning and crucial decisions. Therefore, the records need to be stored securely in a practical storage unit.

The records management program helps improve the productivity and efficiency of the organization (Shelley, 2019). Not only does well-prepared records make it easy for employees to access but also makes it faster for them to file papers quickly if they were not placed correctly. This process does not only improve the organization’s productivity and efficiency but also ensures space and time are saved. Furthermore, an effective records management program ensures compliance. According to Seymour (2017), The United States is on the top rank for the most heavily regulated countries globally. The US laws and regulations often create grave compliance difficulties for businesses to operate since some are hard to apply. However, the government urges that all organizations must adhere to the compliance laws by running an effective records management program. Failure to comply with these regulatory policies and guidelines often leads to investigations and prosecution in the court of law.

Successful records management programs cut operation costs of an organization. A business must cut operational costs while at the same time, maximize profits (Gilmour, 2020). Reducing operational expenses includes increasing office space, staff, and filing equipment. According to a recent study, storing records in the Federal Records Center costs much less than keeping them in the office. Implementation of a records management program saves the organization money, office space and utilizes staff efficiently. Last but not least, another business reason for developing a records management program is to protect crucial business information. Shelley (2019) states that every organization needs to protect its records and files from any disaster that could lead to damages and loss. Since organizations are vulnerable to disasters, records need to be stored in a vault that is resistant to fire and security breaches, thus ensuring the confidentiality of all vital records.

In the current business environment, the most important reason for developing an effective records management program is to protect and safeguard an organization’s vital information. According to Shelley (2019), every organization has a business mandate to protect critical records and crucial information from any incidence of disaster that could lead to damage and loss. Emergencies and catastrophic events come and go, but it is the responsibility of an organization to develop a fire-resistant and theft-proof records management program to preserve the confidentiality of crucial information (Gilmour, 2020). Nonetheless, the most straightforward business reason to sell to upper management on the need to develop a records management program is to cut operational costs. The act of informing top management on ways to reduce operational costs will save the company some money as well as ensure better decision making by the administration. All in all, a proper records management program ensures management has all the necessary knowledge to make decisions for future planning and business development.

References

Gilmour, B. (2020). Physical records management: Secure and offsite storage. (2^nd ed). 147-271).

Kempner, D. (2018). Reasons for records management. (3^rd ed) 36-72.

McDonald S. (2018). Records management and data management: Closing the gap. (1^st ed). 53-60.

Namukasa, J. (2017). Records management and procurement performance. (3^rd ed). 256-274.

Seymour, J. (2017). The Modern Records Management Program: An overview of electronic records management standards. (2^nd ed). 35-39.

Shelley, H. (2019). Business improvement, documents security, office efficiency, productivity, records management.