Records management

In records management (including records management, compliance ) is the systematic recording of transactions in particular and outcomes. Synonym originating from the English terms recordkeeping and records management are used; in part, the term with " pre-archival records management " translated (as opposed to permanent archiving (English records preservation) ).

Definition

In the international standard ISO 15489, the principles and procedures of systematic records management defined and standardized. The standard provides guidance for the management of documents from public and private organizations.

In the ISO 15489 Records Management is defined as " to be perceived as a management task, efficient and systematic monitoring and implementation of the creation, receipt, storage, use and discarding of records, including processes for capturing and storage of evidence and information about business processes and transactions in the form of acts ".

PricewaterhouseCoopers defines records management as a way of " supporting an organization to make physical and electronic business records throughout their life cycle ideal for the business processes used and to ensure a professional archive. Records management therefore includes not only the introduction of new technical solutions, but also in particular the definition of relevant policies and standards, and the adjustments to the structure and process organization. "

Central Records Management are the process and file view and the vision of the entire lifecycle of records. This means that in addition to the actual content of Records (content) and the development context ( Context) is taken into account from creation to destruction or archiving towards the end of the life cycle and documented.

Records ( documents / files) are all business-related information, whatever its medium, which are created or received in the performance of tasks. This also includes all the tools and additional data, such as meta-information such as date of receipt or Historisierungsdaten that are necessary for an understanding of this information and its use. The management and organization of Records is an ongoing task which starts already in the record production. An organizational challenge is to manage the hybrid ( digital and physical ) business documents.

Elements of records management

Functional and technical minimum requirements for a systematic filing system after the State Archives of Basel-Landschaft following elements:

Creation of files

The business is based on the principle of literacy and is reflected in the systematic creation of files. The creation of files supports business processing and ensures the traceability of transactions. It is based on the following elements:

  • Creating and receiving documents
  • Register the business-relevant documents

Basically three types of racks are available: Pure paper racks, shelves hybrid and purely electronic shelves.

  • Documents during the business transaction write ( eg letters, reports and logs )
  • The dossiers add information (eg comments )
  • ( eg, generate new versions) are already working on existing, registered documents

From multiple versions of documents may be present. Selected versions can be specially marked (eg final versions). Earlier versions can not be changed, but reactivated

  • Documents a business associate ( file name)
  • Documents provided with additional metadata
  • Documents into the order system integrate (Official tray )
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