An Organizations _____ System Is Used to Systematically Review Retain and Destroy

Abstract

The written report highlights the importance of records management in organizations. Various scholars dwelled on the value of records management in organisations. Every bit highlighted in this paper the importance of records management in today'south world cannot be overemphasised; records and information are the life blood of every organization and the ground on which decisions are made. The poor management of records does not but hinder the development process of organisations but also leads to ineffectiveness and inefficiency in service delivery. Records, being personal or official, are very important in the life of an organisation. The success of any organisation depends on constructive records direction practice that ensures the right records are available at the right time for constructive business operations. The demand for proper records keeping is indisputable information technology is an ordinary and necessary component of most all business operations. Transparency and accountability tin can just exist achieved if there is a policy that guides the management of records.

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Touray, R. (2021) A Review of Records Direction in Organisations. Open Access Library Periodical, viii, 1-23. doi: 10.4236/oalib.1108107.

1. Introduction/Groundwork of Studies

Information technology is more often than not believed that the ability of an organisation or establishment in managing its records could be a prerequisite to effective administration. [one] held the view that proper records management could aid institutions to manage their data efficiently, fulfill their mandate, protect them from litigation, preserve their corporate memory and foster accountability and good governance. Records management is the effective storage and retrieval machinery of information that aids an arrangement in making decisions. Records are essentially the bones principles for the evolution of any establishment. The manufacturing of computers and the appearance of Internet connectivity have revolutionized piece of work activities and have created new avenues for piece of work and work practices. Thus the role of records and records management personnel has inverse significantly in terms of information retrieval, creating, storing and dissemination of data.

Practicing proper records management leads to constructive management because an institution's activities are based on admission to the information contained in records. Competent tape keeping is the key to the attainment of an institution'southward vision and mission, ranging from pedagogy, research, consultancy, innovation and service to the community.

Efficient records management provides the basis for accountability, transparency, protection of rights and entitlements, anti-corruption strategies, poverty reduction and effective management of resource. The keeping of records and storing of information in an institution have in the past few years become disquisitional non just for historical purposes just also and more than importantly for current and future managerial and policy development. Records have been used as tools and instruments to understand organisations and to utilise them as basis for comeback, comparison with other agencies and secure resources [2].

1.1. Justification of the Study

Records are significant assets in ensuring that the institution is managed effectively and efficiently and is accountable to its staff, students and the community that it serves. Searching for a certificate that cannot be retrieved is the biggest problem that affects many organisations and is time consuming for the person searching for it and the user. [iii] stressed that adept records keeping saves time since in that location is no hassle when searching for information. Lack of training in records administration and direction is one of the major issues in protecting records.

Properly applied records and information generated past the system can exist classified, organised in such a way that can exist found quickly and used successfully to assistance the conclusion process undertaken by the staff and management. Adventitious and permanent loss of belongings is avoided when proper records keeping is maintained [4]. When records are managed according to a formal retention policy, it is easier to respond to an audit or litigation. Good records management saves time, endeavour, space, money and other resources. Properly managed records are like shooting fish in a barrel to locate because they are well organised and labelled. Sound records management is therefore at the centre of increased accountability and good governance. It is one of the all-time weapons in fighting abuse and plays a vital role in the advancement of man rights and contributes towards ensuring sound financial management. Possibly the most important pillar of proficient governance is accountability and transparency. Public officers should be accountable for their actions and for this to happen in that location must be evidence to clearly land who is responsible for what action, for case theft or loss of public funds. Such prove which is always in the form of records is needed in case of recovery of lost and stolen monies or in case of courtroom activeness. This conspicuously emphasises the immense importance of keeping records effectively and efficiently especially financial records. [5] and [six] underscored that reliable, timely and accessible records should brand available data about administrative activity such equally resources received, committed or spent resources, which facilitate and simplify accountability. Records therefore should exist managed in the same mode that the other organisational resources such every bit finance, and staff are managed. Effective tape keeping is essentially the key to the attainment of institutional goals.

No organisation can operate finer if it relies on memory solitary to keep tract of every transaction. Records provide verifiable evidence of fraud and tin pb investigators to the root causes of abuse. An system's records are a fundamental instrument of constructive administration and planning as the ways by which the public and government concur that organisation accountable. Therefore records need to be properly managed to back up the concern of organisations. This situation justifies the need to explore the management of records in organisations and the extent to which it meets staff efficiency at work and the attainment of organisational goals.

one.2. Enquiry Significance

The representational view of records is multidisciplinary and embraces a wide spectrum of agreement. [2] argued that the procedure for managing records is often linked to a living organism in that they are conceived and created, live and are used, became ascendant and are retired, and die and are archived. This publication further maintained that records management provides a framework to enable these actions to be undertaken. It aims to ensure that records:

1) are present;

2) can be accessed;

3) can be interpreted;

4) can be trusted;

5) can be maintained through fourth dimension;

half-dozen) will be disposed of equally part of a planned organisation.

The written report will assist to fill in the gaps that were created in terms of proper records management. The study tin can be deposited in libraries, resources centers and documentation centers that can exist used past researches and others in conducting workshops, seminars, conferences and for further consultation in writing articles.

Additionally, the study will pave way for organisations to prioritize the need to engage a trained and qualified records managing director who will champion the activities of records management at direction level and influence management support. The report revealed the importance of records management equally a significant tool in achieving organisational objectives. Records management must be a commonage responsibleness of all stake holders in the organisation. Records management strategy should be incorporated in all aspects of direction function. Top direction must be involved in each phase of the records management process. Records management functions must be embraced by elevation direction to enhance effectiveness in all aspects.

2. Discussion

[seven] highlighted that the essence of proper records management cannot exist over emphasized. This is because records are indispensable to the efficient and economic operation of the organisation. They posit that records served as organisational memory past giving evidence of past events and basis for future actions. The aim of records management is to ensure that records are created, used, stored, and retired in an orderly and controlled manner. In dissimilarity [8] argued that "information technology is now globally accepted amongst archives and records management professionals that the life cycle concept of records direction is the most integrated and comprehensive approach to caring for records" (p. 184). [9] stated that records management is a specialised field that requires well trained personnel to effectively handle it. Staff/users relationship must be cordial; staff must ensure that users have easy admission to records when needed.

According to [4] records management is the activities of a one man operation upwardly to multi-national entity and the key departments of governments all have the demand to keep good records as they provide show of the activities undertaken. PRISM maintained that the showtime thing to encounter in caring for records is the problem of management. Direction using an organisation'southward resource to attain specific goals through the functions of planning, organising, leading and directing. These four functions of management must be borne in mind when one studies the management of records.

In her publication "Value added records management: protecting corporate asset and reducing business organisation risk" [10], discussed the value of records management in organisations. As litigation threats; government demands and part technologies changed how we do business organization, the author called on business management for fresh perspective regarding records management. He argued that the evolution from paper-based to multi-media business system contributes to a fragmentation and loss of control of those systems. An organisation will need to organise, integrate, and advisedly manage its various information in social club to harness their power. The book critically examines the changing roles of records direction to support protect and add value to the organisation.

Records contain valuable information which is an essential input for the authoritative, economic, scientific and technological functions of an organisation. [10], illustrated situations in which proper records keeping is necessary for a business concern to preserve its legal rights and to protect itself from undue damage and losses. If records are poorly managed it can lead to costly implications. Therefore management strategies must be implemented to forbid or minimise the hazard of poor records management and its consequences. In club to provide better information at lower costs, the direction strategies will help narrow the gap between the function'south capabilities and its actual function in business organization. The importance of records protections is most fully understood and appreciated by those who have experienced losses from burn, tornado, and earthquake or computer disaster. Disaster victims, more than capable of conspicuously visualising the real and potencies of loss from these unexpected emergencies, have faced the difficult chore of producing the documentation necessary to received public relief.

[10] farther asserted that every business concern has valuable and sensitive records and information. Valuable records are those that affect income and profit or that represent a tangible asset. Sensitive records are those which must not be disclosed indiscriminately to others, within or exterior the organization. One of the cardinal principles of records management is secrecy and confidentiality. Records are very sensitive and confidential, among which includes personnel records. Records that contain personal information of the individual must therefore exist monitored and controlled. Staff must be aware that they are entrusted with the responsibility never to reveal information of personnel records. Staff must sympathise the upstanding responsibility of working with and admission to these records. Certain records have restricted access at the national archives, among which are personnel records. These records can but exist released based on sure weather. That is if the interests of admission outweigh those of confidentiality, then the Director of the National Archives or other competent government volition requite judgment with regards to its access.

However the quality of records management in an system particularly personnel records can touch the employee as well equally his family unit in terms of pay, entitlements and job security. Employees or public servants who are involved in corruption or fraud or who fear for their jobs are unlikely to keep records. The author maintained that a well-designed records management arrangement helps protect an organisation legally. Undoubtedly proper records keeping protect an organisation from litigation, but no matter how diligent a business tries to identify, understand, and comply with the police, it is inevitable that information technology volition experience some blazon of regime investigation or litigation during its fourth dimension. Litigation by aggrieved parties cannot be ruled out. When records are managed co-ordinate to a formal retention policy, it is easier to respond to an audit or litigation [eleven].

Obviously Proper records management volition assistance protect the organisation legally especially during litigation, as there will exist evidence in which the organisation can heavily rely on. Theft, fraud and corruption can easily be detected as all valuable information are recorded, this is specially important especially when dealing with financial records. In the absence of clear, authoritative retentiveness guidance, an employee may unknowingly destroy records that are relevant for litigation, government investigation or other legal matters, there by exposing an system to charges of spoliation (destruction) of prove with intend to obstruct justice. Farther in the absence of systematically adult retention policies an organization will not exist able to assuredly assert that a specific record requested during discovery by the opposing party was destroyed in the regular class of business prior the commencement of legal proceedings. The effective direction of records helps an organisation to demonstrate compliance with regulatory obligations and increment an organisation's efficiency by promoting the disposition of out of date items. Effective records management serves as an effective tool for administrative work; information technology helps in the day-to-day determination making of the arrangement and even the survival of the organisation'south determination making.

Without proper and accurate information a determination maker is never sure almost the consequence of her decisions. Records direction enhances accountability, business continuity, compliance and overall efficiency. The demand for tape keeping is indisputable, it is an ordinary and necessary component of virtually all business operations. They document an organization's decisions, actions, transactions, and other activities. Records management concept and methods provide systematic, well developed approaches to records keeping operations that individual departments would otherwise performed themselves, without direction and, presumably with less knowledge, skills, and effectiveness. Thus the business concern case of systematic records management is based on its instrumental value for effective records keeping.

[12] writing on "Information and records management: documentation based data system," asserted that records management is a professional subject that is primarily concerned with the management of document-based data system. The awarding of system and scientific controls to recorded information required in the performance of an arrangement's business organisation. The systematic command of all organisational records during the various stages of their life bicycle: from cosmos or receipt, through their processing, distribution, maintenance, and use to their ultimate disposition. The authors maintained that the purpose of records direction is to promote economies and efficiencies in record keeping. To assure that useless records are systematically destroyed while valuable data is protected and maintained in a way that facilitates its access and utilize. Records keeping is a necessary but expensive activity. Records keeping costs are an important, if often unrecognised, component of an organisation's operating cost. Cost reductions have been an accessible objective of systematic records management for one-half a century. The earliest records management initiatives emphasised cost-effectives storage and retrieval of operating records in large corporations and regime agencies. Thus toll reductions remain the principal motive for systematic records management for many organisations. The accent throughout this publication is based on i premise, that is, amend records make ameliorate concern. One significant area that the authors dwelt extensively is the reasons for maintaining an effective records direction system in the arrangement to:

1) command the creation and growth of records;

2) reducing operating cost;

3) better efficiency and productivity;

iv) assimilate new records direction technologies;

5) ensure regulatory compliance;

half dozen) minimise litigation adventure;

seven) safeguard vital information;

viii) support better management determination making;

9) preserve corporate retentivity;

10) foster professionalism in running the business (pp. 8-11).

The authors further reiterated on the barriers to the evolution of fantabulous records direction programmes in many businesses and government agencies. The following are the three reasons co-ordinate to them:

1) records management programmes exercise not generate income. Although every arrangement needs records direction information technology is sometimes hard to justify these programmes based on the return on investment they yield;

2) records management is not the organisation's primary business;

iii) records management programme are usually discretionary (p. 15).

Although, these barriers can be minimised if the necessary measures are put in place. Effective records management programme is the basis in which organisations tin generate income and achieve organisations success. Information technology is evident that no organisation tin survive without making records its activities. An organisation'southward decision making process or even its survival depends on records. Many organisations are beginning to realise that constructive records management programmes are significant in achieving organisation success. While peak executives frequently recognised the need for records management, they sometimes tend to run into it as an administrative problem that is tangential to the over-all success of their concern. Without controversy records management is non the priority of many organisations, and oftentimes relegated to secondary condition in the mind of senior conclusion makers. Again records management is usually discretionary. Except in some government environments where formally organised records management programmes are mandated by statute. These programmes are always discretionary.

[12] further maintained that records serve as memory of business. They certificate the information needed for operating the firm. For example management policies are developed and recorded to furnished broad guidelines for operating a business. Each department (marketing, finance, and human resource) bases its unabridged method of operations as open records. The authors argued that usually, records are used and retained considering they have ane or more of the following values to a business firm:

1) Administrative value: help employees perform office functioning within the house. Example of such records includes policies, manuals, handbook, and organization chart;

ii) Fiscal/tax value: may be used to conduct current, or future financial or fiscal business. Financial records tin certificate operating funds or serve tax audit purposes, such as taxation returns and records of fiscal transaction such as buy and sales orders, invoices, balance sheets and income statements;

three) Archival/Historical value: records can also accept historical or archival value. They furnish the records of an arrangement's operations and major shifts of direction over the years. Minutes of meetings, the corporate lease, public relations documents and information on corporate officers all autumn into this records category;

iv) Legal value: provide testify of business organisation transactions. Case of such records include contract, fiscal agreements that are legally binding, deeds to property owned, and commodity of incorporation (p. 6).

From the aforementioned information technology is evident that records must exist retained as long as they possess these values to the arrangement. The administrative value of records is the length of fourth dimension it may be needed or used within the organisation. This value is ready by the department head who is responsible for the re-create of record, although the needs of other departments using the records must be considered. In addition to an overall retention value, the departments head should likewise sets a catamenia of active records use. For the period the records should be kept in the function; then it should go to the record centre for the remainder of the retention period. For most records the agile period should not exceed 2 years, and it may be substantially less. There are exceptions such as an employee's personnel file, which remain active equally long as the employee is in the organisation. Administrative value helps employees perform function operations in the firms. Examples of such records include policy and procedures manuals, handbooks and organisation charts.

The fiscal values pertain to financial matters in general: such records are usually required for audit purposes. In a typical organisation, approximately half of the records are financial in nature, and many of these have tax implication. Financial records should be retained for a minimum of the Internal Revenue Service Statutes of limitations (generally three years from the appointment the render is filed or due). Fiscal value can document operating funds or served tax inspect purpose. Examples of this blazon of records include revenue enhancement return and records of financial transactions such every bit buy and sale orders, invoices, balance canvas and income statement. Records and information relevant to any potential, current, or past litigation or government investigation are considered valuable. Legal records provide evidence of business concern transactions. Records management ensure that institutional records of vital historical, legal and fiscal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and legislation.

Records direction saves space past removing inactive records from busy, crowded offices where space is at premium and sending them to storage and by ensuring the timely devastation of records that are no longer used. It is also important to annotation that inactive records sent to the national athenaeum might be needed back by the organisation; these records can be re-used to create new knowledge for the benefit of both individual and the arrangement. In determining how long to retain records, their capacity for re-use is important. Many are simply kept every bit evidence of transactions. Records are managed according to the retention schedule. In one case the life of a record has been satisfied according to its predermined period, then it is authorised for last disposition, which is to destroy or onward manual to the national archives for permanent preservation based on specific archival values such as scientific value, research value, concrete value, archival or historical value, administrative or operational value, indelible value, advisory value, fiscal value and financial value amid others. Many organisations lack the effective procedures, policies for the systematic control of their recorded information. Thus some records are kept for then long without subjecting it for the procedure for effective disposal. Some records have more value than others, and the sensitivity of certain records may cause damage when they are disclosed to the wrong parties. Organisations produce lots of records, if these records are not properly managed information technology volition lead to waste product of space and will have a great implication on toll and staff.

Similarly [13] in their publication "Managing records: a handbook of principles and practice" discussed the principles of records management and its practical implication in contemporary organisation. Co-ordinate to them poor records direction does not exploit the value of the records, many records are lost and they are non categorised in a proper fashion. Poor records management can further destroy an organisation irreparably. Poor records management invites unacceptable risk because corporate records have enormous credibility with respect to the data they comprise. In organisations where records are poorly managed, records will frequently be inadequate for the purposes for which they are needed and some records will probably exist destroyed prematurely and others retained unnecessarily. They farther maintained that excessive retention of records will give rising to retrieval difficulties also as wasted resources; a failure to create adequate records or maintain them appropriately will probably have more serious consequences. Increasingly organisations are recognising the benefits of well-managed records and are implementing programmes to ensure the right records are created and retained. Shepherd and Yeo further reiterated about the organisational context, where records managers are specialists in records management just rely on the co-operation and participation of all employees. Their publication expounded on the concept and practice of records management, for organisational staff who have responsibility establishing or reconstructing a records management programme. For this to be fulfilled there is the need for both staff and managers to sympathise the context of their piece of work at a number of different levels. They need noesis of the records that are produced, the organisational activities that generate records and the organisation used to control them. In addition they should have a thorough understanding of the organisation itself and how records direction contributes to its objectives. Records management programmes vary from one system to the other, simply typically comprises a number of elements. These, according to [thirteen] include:

one) settings and monitoring policies and standards for records management throughout the organisation;

2) designing and implementing records management arrangement;

iii) Informing and educating staff about records management (p. 22).

In a smaller organisation the operation of the programme is likely to be the responsibility of a records manager working lonely. A larger organization is likely to crave a records management unit with a number of staff in gild to operate finer. The need for effective records direction in an organisation gives priority to proper records management. What is needed is the development of records management capacity at all levels of responsibility. Consequently in that location is the need to accept a records manager at the top of the organisation level; focus must be put on executive support and champions. The need to have an effective records manager is essential for every organization. The efficiency of the staff in keeping proper records depends on the personal qualities of the records managing director. He should exist capable of performing his duties as a leader, directing the work strength which includes continue determination making and translating it in society and instruction. Records accept always been an organisation's central resources; without them the arrangement simply cannot part effectively. With good choice, grooming and encouragement many more than people tin can play valuable records management roles. The authors maintained that records must exist possessed the following.

1) content: a tape must reflect the facts about the activity. For reliability a record should exist accurate (the fact should exist correct and complete) everything of significance should be recorded;

2) context: a record must exist supported by information about the circumstance in which it was created and used. Records cannot be fully understood without acceptable noesis of the activity that gave ascension to them, the wider role of which that activity forms function, and the administration context including the identities and role of the diverse participants in the activity. Contextual information must therefore be captured in the records themselves or in the systems that are used to maintain;

3) structure: records and records systems must reflect the relationship between their elective parts. The structure of records forms a link between content and context, structure organises content in such a way as to denote context, and thus contributes to users' agreement of records (pp. 10-11).

In his work "Records and data management fundamentals of professional practices" [fourteen] stated that records management is a specialised business organisation subject field concerned with the systematic and command of recorded data which include any and all data created, received, maintained or used by the arrangement in accordance with its mission, operation and activities.

[14] believed that the true value of records management substantially is iii fold. A proper records and information management system can enable your business to:

1) reduce operating cost;

two) minimizing risk;

3) increase revenue.

Records management tin help reduce not merely operational cost but all cost incurred by the system; it allows organisations to ensure that its staff had complete admission to accurate information in a timely and cost-constructive mode. Efficient records keeping contributes to profitability by lowering the cost of doing business. The consequences of spending as well much fourth dimension searching for misplaced records can be very severe; thus it is important to have a well-designed filing system that can facilitate the creation, retrieval and disposal of records. Implementing constructive records management system in an organisation reduces risk, well-nigh specifically the risk associated with litigation and potential penalties. Proper records keeping co-ordinate to [14], increases revenue, not only revenue but also serve every bit a competitive advantage, enabling the organization to maintain its competiveness in the global business environment information technology helps in constructive and faster decision making.

Records are essentially for effective and efficient administration, but if poorly managed they get a liability, hampering operations and draining resource [15]. Records direction adds value to the daily functions of staff in an organisation. Records management is needed in order to minimise risk and provide efficient and transparent business organisation procedure. If public officers proceed their records right, the records would always be at that place to show the state of affairs equally it is. This further emphasises the need to go on records effectively equally it is the merely way that organisation can brand effective determination in achieving organisation'due south objectives. One cannot talk well-nigh good governance, democracy and rule of law when records are not properly kept. The importance of records management is highlighted by the needs for evidential proof of activities in account or dispute. Thus organisations and individuals cannot afford to downplay the art of proper records management. The purpose of records direction is to apply records for maximizing the value of the organisation, vision achievement improving operation and back up the success of the arrangement. Effective records management starts from the top; that means an organisation'due south leadership has to empathise the need for records management, and put support behind it. In whatsoever organisation, managing records should be a strategic role, with a continuing programme that is effective across the organisation as a whole.

The benefits of records direction in an organisation include:

1) records management reduces cost, especially infinite cost by ensuring that inactive records are disposed of and also save time and efforts of employees;

two) it ensures regulatory compliance;

3) reducing labour requirements for creation, organisation retrieval, and dissemination of recorded information;

4) helping in ensuring that records that are no longer in active utilise are subjected to effective procedures for the identification of those which tin be destroyed at the end of the agreed retention flow and those which should be transferred to the national archives for permanent preservation;

v) records provide a reliable, legally verifiable source of evidence of decisions and deportment. They certificate compliance or non-compliance with laws, rules and procedures.

In "Electronics records management training package", [16] expounded on the use of Data Communication Engineering science to facilitate effective records keeping. The author maintained that the use of ICT helps to facilitate effective records keeping. For example, educational institutions may be unable to defend themselves against inappropriate claims of their products or services or its employee's, deportment and in the absence of adequate students records business concern operations may be compromised and rights of students impaired .The poor utilise of ICT in enhancing information flow in organisations is mainly due to inadequate ICT facilities and lack of enough computer skills among employees. Thus it has a negative impact in the creation, retrieval and use of records, well-nigh specifically, in the utilize of electronic records [17]. Managing authentic and up-to-date information is critical in the digital information era; organisation needs employees who are skilled in ICTs and are abreast with the latest technologies, to create, shop and retrieve information effectively and efficiently [18].

Similarly [19], in their article "Developing countries' challenges and threats towards a realistic plan," stated that the discipline of records direction has been traditionally viewed with footling significance. Records management has not been the priority of many organisations. Poor records keeping organisation are barriers to institutional, legal and regulatory reform; and anti-corruption strategies; poverty reduction and economic development. Constructive records management provides data required for proper functioning of organisations. On the other hand poor records management can be risky to organisations. Organisations that manage their records well reap firsthand benefits in terms of existence able to utilise all bachelor information resources for competitive advantages. [nineteen] farther observed that Information and Communication Technology (ICT) has expanded and presented opportunities for records keeping in developing countries; for example, it has enhanced retrieval system and online search facilities. The authors dwelt on the constraints faced by developing countries in keeping proper records, such as inadequate resources, poor infrastructure, amongst others. The introduction of ICT into records management compounded this situation and make records keeping practice in many African countries to be unlike from the methods they have been practicing. Thus the role of records and records management has changed significantly. The relationship betwixt ICTs and records management is quite essential. ICTs and records management are both concerned with the creation, storage, accessibility and security of digital information, thus records direction should movement along with the current tendency of ICTs.

The aim of both records management and ICTs is to support, protect and enable the business of the organisation in a cost constructive fashion. As stated by [20], in their article the "Benefits of electronics records management system: a general review of published and some unpublished cases," the basic benefits that are easily observed in an organisation are how the work is done more easily because the endeavour needed is less; the work is done more apace; the quality of services is increased; and information technology is hands transparent afterward. The orderly and the efficient flow of information enable to perform its mission successfully and efficiently. This then means the management of records should exist accorded priority in any organisation. Effective records keeping helps in preserving the organisation knowledge and safeguard important information of the organisation as it has enduring value.

Co-ordinate to [21], the positive benefits of electronic records direction in the context of enterprise content management, maintaining good records management is an essential part of concern and is connected to financial direction and human resource management. Human resources policies like training and development, rewards and recruitment are likely to bear upon on the fashion staff manage records in an organisation. Human being resource are the most valuable assets of an organisation and any policy affecting them are likely to impact on how effectively services are delivered especially in records management. With proper records management, organisations tin can use information contained in records to solve problems and brand decisions ranging from financial records, disciplinary actions, transfers or termination. Fraud, corruption, and theft will exist easily detected. Homo resources direction documents the contractual relationship betwixt the employer and the employee and the employee'due south career history throughout the organisation. Human resource manage the nigh important resources of the system that is the people its serves. They maintain records at all levels of the organisational construction including their physical offices. These diverse locations have implications for the duplication of records and sharing of information with employees. Thus effective records direction is necessary at all levels of the arrangement. The central to administrative advancement is the effective caring for records. The constructive keeping of information in an arrangement leads to an arrangement's success every bit constructive decision making largely depends on records. Skillful records keeping and management ought to be taken equally vital responsibility by institutions or organisations' regime because of the meaning role information technology plays in the day-to-day running of organisations. Skillful records management helps u.s. to identify records of historical importance which are kept equally athenaeum.

[21] further maintained that records

1) ensure that an arrangement conducts its business concern in an efficient and accountable manner;

2) deliver services consistently and equitably;

3) certificate its policies, decisions and event to stakeholders and regulations;

4) meet its legislative and regulatory requirements;

five) protects corporate involvement as well as the right of the employee including audit;

6) protect itself in litigation;

7) function in a financially and ethically accountable fashion;

eight) protect corporate interest too as the rights of the employee;

nine) provide continuity of operation in an emergency or disaster and maintain its cooperate and institutional retention (p. 298).

Proper records management ensures that comprehensive and consummate records are created, inventoried, indexed, kept in a secure storage, retrieved when required to conduct business, and ensure that the correct records are disseminated to the right person at the correct time. Constructive records management organisation provides information required for the proper operation of an organisation. On the other mitt poor records management can be risky to the organisation. An institution where records are poorly managed, the flow of records through the life cycle is retarded. Information tin only be found if in that location are well managed records. It is necessary to provide high priority to records management to avoid organisational bug that may arise owing to poor handling of office records. As organisations continue conducting their business they generate records on a daily footing which need to exist reduced lest they become voluminous and unmanageable. In instances where queries or controversial files disappear and with the gab in the filling cabinet conspicuously noticeable, it may even be difficult to locate some records a few years later. Thus records cannot be left in offices whose mandate is not records management as there might non be proper command measures to secure records from theft or loss. A proficient management system ensures that records direction is integrated whether the records management is centralised or decentralised. Records are the indispensable foundation of accountability process. Without reliable and authentic documentary evidence underpinning all essential accountability process, authorities, civil society and private sector cannot ensure transparency, guarantee accountability or allow for exercising of good governance [22].

[23], discussing records in public sector organisations every bit assets Shepherd postulated that records which are managed as part of an appropriate records management programme will assistance the organization to conduct business in an efficient, and answerable manner, deliver service consistently, support managerial conclusion making and transparent policy formulation and ensure continuity in policy execution, management and administration. Many organisations do non even so take a formal programme of records management simply increasingly they are recognising the benefits of well managed records and the consequences of inadequate records system. The author maintained that effective records direction entails establishing a concrete and intellectual command of records that are entering the records system. This is done through entering all records as they enter the system, locating them by where they tin can be found speedily by means of classification schemes, filing index, and catalogue. Records adult and maintained in the normal course of business larn a special evidentiary condition long recognised in the police.

Establishing records management and maintaining an constructive programme requires specialist expertise, the tools and process alone cannot achieve the goal of an effective records management programme. People are responsible to carry out the operations. Thus the concepts, skills and techniques of records management for organisational staff who have responsibility for setting upward, maintaining or restructuring a records direction plan is fundamental. If organisational staff practise not sympathize the concepts, skills, and techniques of records management, and then the goal of records management programmes will not exist achieved [24]. In gild for records management programmes to succeed at that place should be some level of awareness of the procedures, policies and standard governing the management of records.

[2] bulleted the symptoms of poor records management as follows:

・ inadequate information;

・ duplication of records not knowing the to the lowest degree version;

・ complex filing system;

・ outdated information;

・ lack of proper security;

・ waste of time searching for information when they are not properly organised;

・ waste of space due to unwanted storing of records;

・ in-conducive working environs;

・ poor decision making;

・ legislative requirement is adhered to;

・ hard to command records;

・ ubiquitous records.

Proper records management fosters accountability, transparency and practiced governance. Organisations might find themselves embarrassing if requested records are not found as a result of poor records system. [25] "Managing records equally basis for effective service commitment and public accountability in evolution" underscored the importance of records as they document central rights and obligations. The demand for Freedom of Information (FOI) is quite essential, FOI is seen as a central in endangering trust between authorities institutions and citizens and strengthening the autonomous procedure. Notwithstanding, FOI could just succeed if reliable records exist and the information they contain can be accessed when needed. Access to reliable, accurate and timely information is a fundamental right to individuals. Information is a bones right and every individual needs to have access to information and for this to happen there must be proper records keeping at all levels of the organisation. Without proper records keeping fraud cannot be proven; meaningful inspect cannot be washed; and government actions are not open to review.

Poor records direction creates an opportunity to commit fraud and corruption. Audio records direction is therefore necessary to root corruption and malpractice which increases detection of fraud and corruption. National and international efforts to reduce poverty, improve services, control corruption and strengthening democracy depend on reliable authentic records. Therefore a conspicuously established legal framework for records management administration is required. Records are consulted as proof of activities past senior direction, auditors, and concerned citizens or by any ane inquiring a decision, process or the functioning of an organization or individual. Poor records keeping practices hinder accountability and transparency of organisations. Practiced records keeping saves fourth dimension since in that location is no hassle when searching for information. Records support decision making, improve accountability and transparency [25].

Effective records keeping helps institutions or organisations to conduct business and deliver services in a consistent and equitable style. While a Company's records management is not profit centred, treatment records incorrectly can pb to financial penalties or litigation. Keeping proficient records helps companies protect institutional memory as well equally maintain evidence of activities, transaction and decision making. An effective records management system tin can relieve money on storage and improve an organisation's efficiency. Effective records keeping is essential in every organisation. For instance in academic institutions , poor records keeping can lead to inability to graduate students whose grades are misplaced, cancellation of certificates and transcripts due to inaccurate grades or wrongly recorded grades. Managing records in educational institutions is of import because good records that are accurate, comprehensive and authentic store important information needed for administrative, historical and evidential purposes.

Practising proper records management leads to proficient management because an organisation'southward activities are based on the data plant in records. Records are basic tools of authorities assistants. They provide information for planning and decision making, from the foundation for government accountability, and are often discipline to specific legal requirements. Proper records management helps an organisation go most out of its records. It also helps limit cost and risks that tin come up with poorly managed records. [26], in his article on "The contribution of proper records keeping towards auditing and run a risk mitigation: Auditor General of South Africa's Perspective," stated that records management is an enabler considering without it things like auditing and financial management will not be possible. To achieve this objective records must bear the following qualities:

1) actuality: records should be accurate, provenance proof of origin and the chain of custody through which information technology had passed;

two) completeness: records should include all relevant context and contextual information;

three) reliability: records must be reliable, factually correct and accurate. It is important that the content of the records can be relied upon as an accurate representation of the transaction it is documenting;

4) fixity: one time declared as a record its content should no longer be contradistinct or changed in any manner. Information technology is in this way that its evidential value is preserved.

Records should have qualities of integrity and usability too. The authenticity and integrity of records need to be guaranteed overtime and then that users tin exist confident that records are genuinely and trustworthy and that no illicit alteration have been fabricated to them. Records must exist usable they must be attainable to authorise users and provides sufficient show of the context of their cosmos to support users understanding of their significance. Records created within the arrangement should be reliable and authentic in their content. Records demonstrate and confirm the decisions taken; the action carried out and the reason for such action; they support policy formulation and management of decision making; protect the interest of the system, the correct of the employees, clients and citizens; and assist the organisations to bear their business organization and deliver their services in a consistent and equitable way . Records are important because of the information they contain that is essential for every activity carried out in the organisation. These include:

one) reducing labour requirements for creation, organisation, retrieval and dissemination of recorded information;

2) helping in ensuring that records that are no longer in agile utilise are subjected to effective procedures for the identification of those which can be destroyed at the end of the agreed retention menstruum and those which should be transferred to the national archives for permanent preservation;

3) records provide a reliable, legally verifiable source of testify of decisions and actions. They document compliance or non-compliance with laws, rules and procedures.

Thus every organisation needs to behave its activities and this can only be achieved by creating records. Proper records management underpins policy conception, decision making, protects interest of an organisation and protect the rights of employees. Records are valuable avails that need to be protected. Conclusion makers demand records and archives. When making decisions the speed with which records are made and the quality of the decisions made depend on the availability of the information which enables all relevant factors and issues to exist considered before a decision is made. It is evident that without records, all organised assistants will quickly collapse. Records and more specifically for the information they contain are vital resources that an organisation needs to conduct its operation effectively. An organisation's records preserve its corporate memory.

[27] farther examined the purpose and scope of records management as a business organization subject area. The author first gave a summary of the conceptual foundation of systematic records management. Although corporations, government agencies, and other organisations accept been creating and maintaining records for centuries, the quality, diversity and complexity of recorded information have increased dramatically, even exponentially, in recent years. Contributing factors include:

one) the expanded scope and increased complexity of regime operations at all levels;

ii) the expanded scope and increased complexity of commercial and industrial enterprises, including mergers and acquisitions that have created big multinational entities with operations in dozens or even hundreds of countries;

iii) increased government regulations and their associated records keeping requirements, which bear on the regulatory agency likewise as the regulatory entity;

4) a big white-collar work force that depends on recorded data for the completion of assigned tasks, management analysis and controlling, project management and other purposes;

v) the increased prominence and economical significance of information-intensive service industries such every bit banking, insurance, direction consulting, litigation support, and other healthcare;

6) The widespread implementation of computers, high-speed printers, photocopiers, data communications, and other technologies that tin can quickly generate large quantities of recorded data in a variety of formats (p. 3).

The author maintains that records management principles and practices accept developed in response to the increased pervasiveness of information-related activities that characterise modernistic piece of work environments and the respective need to systematic approaches to records keeping requirements. Yet this development has significantly changed the office of records and records direction personnel. Records, concepts and methods accept been expanded and refined considerably. A more than active approach to records management is required and emphasis must exist placed on the retrieval process. The writer farther gave an overview of the near of import components of records direction programme and an evaluation of records direction'due south contribution to organisational effectiveness. This principles unarguably provides a firm conceptual foundation for the development and implementation of constructive records management initiatives. [27] asserted that systematic records direction is principally concerned with five aspects of data:

1) determining how long records need to be kept to satisfy all requirements to which the records are discipline;

ii) ensuring compliance with records keeping laws and regulatory in all locations where an organization has business operations;

three) managing inactive records in a cost-effective mode;

4) organising agile records for retrieval when needed;

5) protecting recorded information that supports mission-critical business functioning (p. 11).

These aspects apply equally to paper and not-paper records. The writer concluded past expounding on the relationship between records direction and other Information Management disciplines and activities such as Computing; Telecommunication; Knowledge Direction; Library Science and Archival Administration. Collectively these disciplines are involved in the systematic management of information resources. Their relationship to records is complementary rather than competitive. The direction of records is essential in achieving organisation goals, and it is only through the effective management of record were in organisation goals can exist achieved. The management of records entails establishing physical and intellectual control over records that are inbound the system. This is done through registering each records every bit it enters the system, locating it where it can be establish hands by ways of a nomenclature scheme, placing it into files that are properly titled and by indexing the information in the records. [28] contended that good records management ensures that an establishment meets its records keeping requirements by ensuring that it captures and preserves the evidence required to establish its activities and being.

Every arrangement has its needs for records and information. Records are necessary for planning, resource management, and proper management of daily activities and business transactions. Records serve every bit memory of an organisation. They document the data needed for operating the firm. The success of any organisation depends on constructive records direction practice that ensures the right records are available at the correct fourth dimension for effective business operation. Successful decision making and problem solving is fabricated possible through the availability of reliable and complete records. The importance of records management in today'southward world cannot be overemphasised; records and information are the life blood of every organisation and they are the basis in which decisions are made. The purpose of records management is not merely to manage records but likewise to employ them for maximizing the value of the system, mission and vision accomplishment, and improving productivity. Without a records management policy, a university has no foundation or guide for the effective management of records, meaning that there is no framework for supporting documents such as procedures, business rules and disposal schedules [29].

iii. Conclusions

Records keeping is integral to the role of any business concern, as it enables the control of one of the well-nigh of import resource in any organisation (data resources). The blueprint and implementation of a policy on records management is prudent. A policy must exist formulated for regulating records direction activities. Records management rules and regulations will guide records management activities and ensure that all records created and received are recorded in an advisable manner. The being of a records direction policy will guide the management of records and provide the operational ground for effective management. Direction must employ the principle of accountability, transparency, integrity and protection to privacy. Information technology is the responsibility of staff to ensure that users records are highly protected and monitored. Staff must know that they are entrusted with the responsibility to monitor and protect records. The life cycle concept of records direction must be applied at all levels of the organisation. The principal reason for applying the life bicycle concept of records direction is to ensure that the records being created and held past the institution are managed and maintained properly. [30] suggested that keeping agile records and semi-agile records could pose serious storage and retrieval problems. Active and semi-agile records must be separated for effective storage facilities.

Additionally, the need to develop an appropriate model for the preservation of records is necessary. Acceptable storage and security of records must be provided. Electronic records direction system should also exist provided.

iv. Recommendation

The following recommendations are made to raise proper records keeping in organisations:

・ The need for the implementation of a disaster recovery plan. This is necessary to prevent or minimise events of natural disasters such as fire, earthquake or flood. In the absence of a disaster recovery plan it would be impossible to recover loose documents. Hence Records must exist well secured; security measures help reduce the number of records that are being tampered with which can jeopardise institution's wellbeing and interests.

・ The automation of records in organisations must exist implemented. This is significant to ensure that users have access to the right records at the correct time and in the right manner. Electronic storage offers an advantage of storing large number of records. Information technology saves time, more cost effective; and most importantly records can easily be retrieved.

・ Adequate filing system should exist adopted for the filing of records so that they can be retrieved hands.

・ Poor records direction in most organisations can be attributed to the incompetence of staff from performing their duties effectively. Hence capacity building for staff must be initiated. Records management staff must exist trained and retained particularly in ICT awarding. Training could exist in the form of seminars, conferences, short courses and workshops to develop staff's skills. This will assistance staff learn new skills with regards to proper documentation and safe keeping of files. Proper infrastructure must likewise be put in place for the constructive management of records.

・ Provision of adequate funds for the management of records is essential. Top direction must ensure that adequate funds are provided for records management activities.

・ Finally, in that location is a need for further enquiry to be conducted on generating, using and managing records in organisations, disaster direction of records likewise as ICT applications and records direction.

Conflicts of Involvement

The authors declare no conflicts of interest.

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