Record management is the efficient control of any organization’s record, throughout the lifespan in order to meet the statutory expectations. Managing risk in a modern business environment is complex and not easy. Good management of information records in an organization is significant in ensuring that the organization is functioning efficiently to support RGB’s activity while providing a source of efficient service delivery. However, the major issue associated with the process of record keeping in RGB is the volume of records that should be identified, accessible, kept or destroyed according to the organizations policies. With many volumes of records in the organization, they pose a risk in destroying important documentation which could be required to fulfill legal requirements, research and administrative use. In order to achieve effective management of records in RGB, the organization should allow accurate and reliable access to records. This will ensure that redundant records are identified and destroyed while the important records are secured and protected for crucial retrieval. Retention of many volumes of information in the organization should be strategic to avoid wasting of time, storage space and energy in the retrieving of unnecessary data.
Moreover, unskilled manpower in record keeping in RGB should be limited especially in the administration and maintenance of information. Volunteers in many occasions are unknowledgeable of a company’s record keeping policies, hence may not meet the organization record keeping requirements. RGB should review these policies to minimize the tasks accorded to volunteers to ensure the integrity and authenticity of the information. Improved systematic management of information allows organizations to benefit from both tangible and intangible benefits(Cox, 2001). These benefits include:
- Increased effectiveness and efficient
- Achieve organizational goals and target
- Provide permanence in the occurrence of a disaster
- Safeguard the interest of workers, stakeholders and clients.
Improved record management guarantees tangible benefits to RGB from ensuring legislative requirements are achieved to economically reduce storage costs of records. Consequently, unmanaged record systems cause difficulty in carrying out duties and increase organizational costs on records. This makes them vulnerable to security threats, embarrassments and prosecutions; such an environment wastes 10% of employee time in searching for data. Moreover, corrupt records have in the past been found to bring up scandals in organizations. Hence, it is important to ensure that these records are destroyed while securing vital records. Unintentional loss of records by a company causes embarrassments to an organization from others, including the government (Botha, Bothma, & Geldenhuys, 2008).There are different ways of securing and controlling data in an organization. RGB can protect its records by ensuring their information is secured against alteration of their structure, content and context retaining their lifespan authenticity. Access of information should be controlled, tracked with its location secured to avoid alteration.
The organization should further ensure to establish disposition authorities which govern how information is disposed of, transferred or applied in the organization. This authority also allows the organization to know which data is relevant to retain in the organization.Accordingly, documentation of record systems and records management concentrate on addressing legal, technical and organizational requirements (Mueller, (2010). These processes, including review, indexing and disposition of information should clearly be stipulated by RGB. In addition, RGB should strengthen its documentation by paying close attention to other information and policies within the company to uphold the integrity of data management environment. In order to orchestrate a reliable information system in the organization, it is significant to document and retain all decisions captured in RGB. This captured information providers and enables assessment of the results obtained in any analysis conducted using the data. Moreover, documentation of these records contain facts of any activities and approval of the organizational management.In every organization monitoring and auditing of information should constantly be carried out. It is done to ensurethat records system processes and procedures are evaluated according to the organizational requirements and policing to meet the expected results (Tough & Moss, 2006). These evaluations check the performance of the company and user satisfaction with the record keeping processes. To ensure authenticity of monitoring and auditing of information, RGB should consider the services of an external body to conduct the process for clarity of information obtained. This ensures compliance and monitoring are achieved and documented and reports generated on the same.
In order to avoid unskilled services by unskilled volunteers, the organization should establish a training program on records training to this category of workers. In order to achieve maximum results from these training programs, the organization should ensure there are available employees, volunteer, and other relevant persons in the organization (Smallwood, 2013). Moreover, this training manual should be similar to those of external organizations.
Finally, data preservation should allow reliability, usability, authenticity for a period when data remains relevant in the organization. Handling and maintenance of data are a priority that a company should consider even when information is deemed inactive. Storage of data is very crucial as it involves both chemical and physical properties. Storage of information despite its format is relevant for its value to last. To ensure no destruction, disaster, and theft of information, handling processes and storage conditions should be deliberated to guarding records against unauthorized access, theft and disaster.
Reference
Cox, R. J. (2001). Managing records as evidence and information. Westport, Conn: Quorum Books.
Botha, J. A. R., Bothma, C. H., & Geldenhuys, P. (2008). Managing e-commerce in business. Cape Town, South Africa: Juta.
Mueller, M. (2010). The Oxford guide to surviving as a CBT therapist. Oxford: Oxford University Press.
Tough, A., & Moss, M. (2006). Record keeping in a hybrid environment: Managing the creation, use, preservation and disposal of unpublished information objects in context. Witney: Chandos Publishing (Oxford) Ltd.
Smallwood, R. F. (2013). Managing electronic records: Methods, best practices, and technologies
