Developing a Records Management Strategy

Records Management Strategy

Records Management is the systematic control and management of recorded information resources within an organisation to ensure that the business, legal, regulatory and other requirements for the retention of authentic, evidential records are met.

A records management policy and strategy deals with all aspects of an organisation's kept records: whether they be stored electronically or manually, from what they are to how long they should, and need to be kept for.

BS ISO 15489-1:2001 defines a records system as an "information system which captures, manages and provides access to records through time". In the standard's definition, a record-keeping system is not simply a technical application. It is the framework of people, policy, procedures, technology and tools that create and sustain organisational records and record-keeping.

To deliver this, a formal and sustainable Records Management Programme based upon the principles of ISO 15489 is recommended.

This includes:

Establishing a Governance Framework for Records Management.
Establishing a Records Management / EDRM Programme Board.
Managing a Benefits Realisation Strategy.
Having an HR strategy, including establishing and resourcing a Records Management Function and designating local Records Management Champions.
Undertaking business process analysis.
Undertaking Information Audit and Developing a Corporate File Plan.
Developing the EDRM Specification and managing the comparative vendor evaluation project.
Establishing an Editorial Programme for policies and procedures.
Establishing a Communications Programme.

Please also see Website Records Management and Records Management Theory.