Five principles of record management for organizations
Proper record management is essential for the smooth flow of work in the workplace. Anyone in the workplace may need to refer to any of the documents
Like accounts and finances, records are important to manage for all organizations alike. In any organization, records help provide a corporate memory and pave ways for making appropriate decisions. With the help of adequately managed and maintained, it gets easier for corporate companies to formulate and review important policies and standards.
In order for organizations to manage their records adequately, they need to follow a set of important principles in the due process. The lifecycle of records starting from their creation, and ending at the point of disposition requires organizations to follow these essential principles of record management.
This article aims to introduce you to principles that help organizations achieve good record management.
Principles of good record management all businesses must follow
Proper record management is essential for the smooth flow of work in the workplace. Anyone in the workplace may need to refer to any of the documents for carrying out their task. The records may come in handy for making projections leading to crucial business decisions. But to reap these benefits to the maximum extent, records management must be carried out abiding by the following essential principles:
Records contain information on financial and non-financial data related to your business process. The information can be about matters which have already occurred or about the plans for the future. No matter what the kind of information is, you need to ensure that the integrity of the document is intact. With the help of reliable document management services coupled with IT solutions offered by Xerox Dubai, organizations can maintain the integrity of their documents.
Transparency is another important principle to be followed while managing documents. The principle of transparency warrants you to ensure that any piece of information be available to the authorized person at any time when it is needed. Thus the purpose of record-keeping is not only to preserve information but also make it readily available as a source of information or reference in the future.
Records managed in your workplace compliance must be authentic. Many records, including but not confined to financial statements need to be accurate and free of misrepresentation, not only for your business benefit but because of regulatory legislation. When the records are managed according to legislative requirements, your organization can safely go through external audits and be safe from penalties related to non-compliance. Following this principle will help meet statutory and regulatory requirements.
Records need to have their integrity intact, ensuring transparency, and compliance. But they also need to be preserved for accessibility and availability for reference. The board of directors may need to refer to it in critical meetings on a monthly or fortnightly basis. Administration or Human resource departments may need precedent on various affairs occurring in the workplace premises.
Record management is essential not only for regulatory compliance and information reference but also for preserving all the necessary information about daily operations. Thus retention should be one of the primary principles for your record management personnel to follow.
Last but not least, in importance, the disposition of some records is a necessary principle to follow for ensuring proper record management. Some record is preserving redundant information, while there may be some which are preserving information which can be exploited and is no more needed. All such records need you to dispose of them.
Record management is essential for your business!
When you seek record management service from a professional resource, your organization has the leverage to formulate, confirm, and review all kinds of standards and policies. Thus seeking the services of a company like Xerox Dubai can help pave the way for appropriate business decisions with an improved level of efficiency and productivity.
It will help protect the interest of your organization throughout the lifecycle of any given piece of record. Your administration will be able to identify the rights and responsibilities better than before. Your organization as a whole will see a significant level of reduction in risks, which becomes the consequence of misplaced pieces of evidence.
With professional service acquired for record management in your company, you will be able to document all kinds of activities in the daily affairs of the workplace, and achievements of employees specifically and business in general. In case of an unfortunate incident like a disaster, resumption of operations will be easier for your organization.
The key is to follow the essential principles of integrity, transparency, retention, and disposition. You can reap numerous benefits off of it. The choice is yours!