- "Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle."
These are records that are no longer in frequent use or do not require immediate access.
Definition of Inactive Records Management: An explanation of what inactive records management entails, its goals and objectives, and the importance of the process.
Record Retention Policy: A document outlining an organization's legal and regulatory obligations for retaining records, defining record categories, and establishing retention and destruction procedures.
Records Inventory: A process for identifying, locating, and documenting all records held by an organization, including both active and inactive records.
Records Appraisal: A process for determining the value of records by assessing their legal, administrative, and historical significance, and deciding which records should be retained or destroyed.
Records Storage: A process for storing inactive records in a secure, climate-controlled and easy to access environment.
Records Retrieval: A process for retrieving records when needed for legal, regulatory, or business purposes.
Records Destruction: A process for disposing of inactive records in a secure and legal manner, including shredding or incineration.
Preservation: The process of preserving records with historical or cultural value, including digitization, microfilming, or storing records in specialized facilities.
Legal and Regulatory Compliance: An overview of the laws and regulations that govern records management, including the Sarbanes-Oxley Act, the General Data Protection Regulation (GDPR), and the Freedom of Information Act (FOIA).
Records Management Software: An overview of software options that support records management tasks, including records inventory, retention schedules and compliance management.
Physical Storage: This involves the storage of inactive records in a physical storage unit, such as a filing cabinet, vault, or off-site storage facility.
Electronic Storage: This involves the storage of inactive records in digital format, such as in a cloud-based storage system, on a server or on an external hard drive.
Destruction: This involves the secure destruction of inactive records according to an established retention schedule or policy.
Transfer: This involves the transfer of inactive records to another organization, department, or archive for long-term storage.
Archiving: This involves the storage of inactive records in a specialized facility or system for long-term preservation and access.
Off-Site Storage: This involves the storage of inactive records in a secure, off-site location to free up valuable office space.
Retrieval Services: This involves providing access to inactive records when needed, such as through a retrieval service or online system.
Digital Imaging: This involves the conversion of physical inactive records into a digital format for easier storage, retrieval, and sharing.
- "This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records."
- "The ISO 15489-1: 2001 standard defines records management as '[the] field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records.'"
- "An organization's records preserve aspects of institutional memory."
- "The purpose of records management is part of an organization's broader function of governance, risk management, and compliance and is primarily concerned with managing the evidence of an organization's activities."
- "In determining how long to retain records, their capacity for re-use is important."
- "Records management shows linkages between records management and accountability in governance."
- "Storing, securing, and retrieving records."
- "From the time of creation or receipt to its eventual disposition."
- "The reduction or mitigation of risk associated with managing the evidence."
- "Activities, transactions, and decisions."
- "The ISO 15489-1:2001 describes it as the process for capturing and maintaining evidence of and information about business activities and transactions in the form of records."
- "Records management is part of an organization's broader function of governance."
- "Records management is primarily concerned with managing the evidence of an organization's activities as well as the reduction or mitigation of risk associated with it."
- "Storing records is important for their eventual disposition."
- "Records management is part of an organization's broader function of governance, risk management, and compliance."
- "From the time of creation or receipt to its eventual disposition."
- "The efficient and systematic control of the creation, receipt, maintenance, use and disposition of records."
- "Recent research shows linkages between records management and accountability in governance."
- "Others document what happened and why."