Records Management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records
– ISO 15489, International Records Management Standard
Records Management within an organisation ensures that reliable evidence of actions and decisions is kept (in the form of accurate and complete records) and that it remains available and easily accessible when needed.
Records Management affects everyone in an organisation, for example:
All staff members at all levels have a responsibility to:
- document and record their actions and decisions, e.g. through keeping notes of meetings, issuing letters, writing reports, etc.
- ensure that records are stored and managed in such a manner that they can be retrieved and consulted when necessary, e.g. through accurate filing of hard copy records, saving electronic records in appropriate folders, managing e-mails, etc.
- ensure that confidential records, whether hard copy or electronic, are stored and protected in such a way as to avoid unauthorised access and to provide maximum protection for sensitive data.
Certain staff members have specific and clearly defined roles, for example:
- the Records & Information Compliance Manager has a responsibility to develop and implement effective policies and procedures in line with recognised best practice, to inform and update staff, provide assistance and advice and to review and update the records management programme on an ongoing basis
- Records Officers within main departments/divisions may have responsibilities for specific records management functions within their department, and act as a link between the Records & Information Compliance Manager and the records creators and users throughout the organisation
- Data Protection Officers and Freedom of Information Officers have specific responsibilities to ensure compliance with relevant legislation.
Senior management have a responsibility to:
- ensure that adequate resources are devoted to the design and implementation of records management policies and procedures
- approve and adopt relevant records management policies, and individual elements of the records management system such as records retention schedules
- approve of records disposal in line with agreed procedures and in compliance with the formally adopted records retention schedule.
The duties and responsibilities of all staff are set out in the records management procedures, which can be accessed here. These procedures are subject to review and all staff members are required to keep up to date with relevant guidelines. The Records & Information Compliance Manager can answer can answer any queries or provide any clarifications or guidance to staff on an individual or group basis.
E-mail: sarajhiggins@rcsi.ie