What is a record?

In the context of Records Management, a record can be defined as:

• a thing constituting a piece of evidence about the past, especially an account kept in writing or some other permanent form.
• something that stores account of: such as:

a: something that recalls or relates to past events.

b: an official document that records the acts of a public body or officer.

c: an authentic official copy of a document deposited with a legally designated officer.

ISO 15489-1:2016 defines records as "information created, received, and maintained as evidence and as an asset by an organization or person, in pursuit of legal obligations or in the transaction of business".

Records therefore can be defined as documents, regardless of form or medium, created or received, maintained and used by an agency, organization (public or private) or individual in pursuance of legal obligations or in the transaction of business, of which they themselves form a part or provide evidence.

What is Record Management?

According to ISO 15489 Records management - Principles and concepts establish the core concepts and principles for the creation, capture, and management of records. The Standard applies to records regardless of structure or form, in all business and technological environments, and over time.

From the above definition, it is safe to describe records management as a specialized branch of document management that deals with information serving as evidence of an organization’s business activities. It includes a set of recognized practices related to the life cycle of that information, such as identifying, classifying, archiving, preserving, and destroying records. 

"Records management is the systematic management of records and information through its various life cycles. It includes the analysis, design, implementation, and management of manual and automated systems regardless of format or medium.”- ARMA

Electronic Record

Any information that is recorded in a form that only a computer can process and that satisfies the definition of a record.

Electronic records are not necessarily kept in “recordkeeping systems” but may be created, stored, and managed in any form of electronic information system or application program, such as e-mail or word processing.

The Role of Records Management in an organization

An organization may be required to create and maintain records for a number of valid reasons, including:

• program administration,
• management reporting,
• federal or state statute,
• federal regulation, or
• organizational policy or procedures. 
• support your organization’s mission,
• corporate history or administration.

The above are corporate records, without which an organization could not function, and these are the ones you need to control

Identifying the list of corporate or mission-critical records is the most important and the most difficult step in the records management process. It takes a little time, but the benefits are great and it will allow you to manage your information assets much more effectively and efficiently.

WHAT ARE THE GOALS OF RECORDS MANAGEMENT?

Records management supports the goals of:

• Efficiency
• Effectiveness,
• Accountability, and
• Transparency.

To manage records as a continuum of care across the life cycle, organizations establish processes designed to achieve various goals.

To achieve the above goals, records management has road map with seven different but related destinations, as follows:

1. Goal/Destination 1: recognizing the value of managing records effectively
2. Goal/Destination 2: managing the records management program strategically
3. Goal/Destination 3: committing sufficient resources to support records management
4. Goal/Destination 4: recognizing the link between records and information technology
5. Goal/Destination 5: managing records effectively and in an accountable manner
6. Goal/Destination 6: providing appropriate access to records
7. Goal/Destination 7: storing records appropriately and disposing of them regularly.