Purpose of records management program

It helps organization to systematically manage records throughout its lifecycle, from creation to distribution to disposition. Records Management System has several benefits such as improving efficiency, better traceability, and ensuring regulatory compliance. Record management and retention allow companies to make sure their staff has complete access to accurate information in a timely and cost-effective manner.

Following are the most important benefits of setting up a good records management program in your office:. Even though we are increasingly becoming reliant on electronic files, the amount of paper used in offices has not significantly reduced.

If a record management system is adopted, an organization can control the creation of records or copies and retain only those records that are actually needed or are active.

This controls the growth of records and thus reduces the storage space needed. The consequences of spending too much time searching for misfiled records can be quite severe; you may not only lose in terms of billable hours but also lose valuable customers.

This is why it is important to invest in a well-designed filing system that can facilitate retrieving records and disposing of records past their end-of-life date. Also Check: Record Retention. Investing in record management software can prove to be helpful if a company has physical record management system in place. The new record management technology can be assimilated with existing records system to make the system stronger.

Also Check: Document Scanning and Digitization. With the government becoming stricter about compliance issues, it is necessary for companies to apply a good record management system and ensure they are in full compliance with laws and regulations.

If any company fails to provide essential records during litigation or regulatory check, it may have to pay severe penalties or face legal consequences. Retention Scheduling: All records have a lifecycle.

That life may be as short as a few hours as is the case with some transient records or may be as long as forever as is the case with records of enduring historical value.

The record's lifecycle is determined through analysis of:. A records retention schedule is a comprehensive listing of the records an organization maintains that notes at a minimum how long they must be retained along with their ultimate disposition. In addition a retention schedule may indicate:. Questions one needs to address include:. At some point in a records life it may be converted to a digital image, to microfilm, or both to enhance access, reduce physical storage, or to provide disaster recovery and preservation tools.

Vital Records: Vital records are those essential organizational records needed to meet operational responsibilities under emergency or disaster conditions. Vital records should be identified as in integral part of a disaster prevention and recovery plan for business continuity.

A DPRP should include a listing of vital records and should part of an organization's larger business continuity planning process. A DPRP should include at a minimum the following components:. Remember that the biggest threat to records is water weather from flood, leaky pipe, or even the water putting out a fire.

Further, a DPRP should be reviewed and tested on a regular basis to make certain it is an appropriate plan. Disposition: Disposition is the final administrative action taken by an organization with regard to a records; these actions typically fall into two categories:.

Anchor: i Program Responsibilities The Records Management program is responsible for researching, developing and recommending records management policies to management; ensuring records that contain personally identifiable information are maintained securely throughout their lifetime, maintaining a current, approved records retention schedule, oversight and monitoring program compliance by DDOs, coordinating TxDOT's records management program with outside agencies as required; maintaining current procedures in the Records Management Manual and disseminating program information on the Intranet; training, assisting and consulting with department offices on records management methods, practices and requirements; managing records storage for headquarters divisions and offices; and maintaining required program records.

Anchor: i Responsibilities of Districts, Divisions, and Offices Districts, divisions, and offices are responsible for compliance with TxDOT records management policies, and implementing TxDOT records management procedures, including developing and maintaining office or work unit file plans, identifying vital records and taking measures to protect them; retaining official state records for the required retention period, whether locally or in remote storage facilities; and coordinating the timely destruction of records when they become eligible and submitting required record destruction documentation to TxDOT records management.

Anchor: i Contact Information Current contact information is available on the Intranet. Search for the word or phrase: Help Advanced. Search in: this manual only.