IMR e-magazines

BIZ FORWARD

IMPORTANCE AND BENEFITS OF
RECORDS MANAGEMENT

DECEMBER 2019 • ISSUE 10 • VOLUME 12

WHAT'S INSIDE

What is a record?

The importance and benefits
of records management

Search and retrieval of
business records.

WHAT IS A RECORDS?

BY AMELDA BELLINDA

According to Wikipedia, record can be define as a
document that memorialize and provides objectives
evidences of activities performed, events occurred,
results that is achieved or statements that are made. A
record may consist of two or more documents.Records
can be in papers, digital or other format.

Records also consist of all documented information
regardless of its characteristics, media, physical form
and also the manner it is recorded or stored. in
everyday life, example of records that are involve are
identification card, birth certificate and others.
Records is an information or document that contain
value and be kept properly for future references.

in addition, records also includes emails, reports,
database, sample and object, minutes, letter,
photograph, social media sites, faxes, spreadsheet,
maps and plan, information in businesses, text
messages, briefing papers and research data.

PAGE | 17

BIZ FORWARD • IMPORTANCE AND BENEFIT RECORDS MANAGEMENT

Credit: Google
Image

RESEARCH ON THE IMPORTANCE AND BENEFITS
OF RECORDS MANAGEMENT

BY AMELDA BELLINDA

According to Wikipedia, records management By referring to Wikipedia, it is also stated that
ensures that institutional records of vital records management can be in the form of
historical, fiscal and legal value are identified and electronic and proper filing. The effort in
also preserved, and also that non-essential managing the records efficiently shows that the
records are discarded in a timely manner records is carrying a value for individuals and also
according to the established guidelines and the organizations.
identified legislation.
Proper filing carries a definition where the
Benefits of records management include more records is properly filed and electronic records is
effective management of your current records where the records is updated in the system
which is both papers and electronic; where it systematically.
help to reduce or eliminated the level of record-
keeping redundancies; reduced costs for records The ways in managing a records is important as
storage equipment and supplies; and increase the records itself carry a value for future
usable office space through the elimination of references and also acts as evidence in any event
unnecessary file storage. that arise.

PAGE | 18

BIZ FORWARD • IMPORTANCE AND BENEFIT RECORDS MANAGEMENT

AUGUST 2019 VOL. 29

1. ACTS AS EVIDENCE
-Records will also act as evidence in
any situation especially in the time
of dispute. It is important for the
settlement of dispute. This is
because records can be shown as a
proof in court.

P H O T O B Y MCA rReTdI Nit:RG. SoMoIgTleH Image 2. PRESERVATION OF RECORDS
-it helps in preserving and also
Importance of records control the important record in the
management. organization. It also helps to protect
the necessary record which carry
3.EVALUATING PROGRESS high value to the organizations and
dispose the record which is no
Records help in evaluating the progress of the longer needed.
organization. It helps in the preservation of history of
organization. The past records show the direction of the
organization and it helps in finding out the weakness
and strength of the organization. Records management
gives an account of progress and direction in which the
organization is going on.

4.HELPFUL IN DECISION MAKING Credit: Google Image
Records are the memory of the business. It is useful for
future decision making process where it supplies the
information to the organization whenever is needed.
Therefore, it is very useful in making decisions.

"RECORDS MANAGEMENTS IS KNOWING
WHAT YOU HAVE, WHERE YOU HAVE IT
AND HOW LONG YOU HAVE TO KEEP IT"

CREDIT: GOOGLE QUOTES

PAGE | 19

BIZ FORWARD • IMPORTANCE AND BENEFIT OF RECORDS MANAGEMENT

Credit: Google Image

BENEFITS OF 2. CUT COST AND SAVE 3.MINIMIZE LITIGATION
RECORDS TIMES RISK
-handling records consume a -by implementing record
MANAGEMENT. lot of times and also money in management, it help to
terms of storage and space reduce a litigation risk. It
1. EFFECTIVELY RETRIEVE required in keeping all the reduces the liabilities with
AND DISPOSE THE data. Records management documents disposal.
RECORDS system can help to save a
considerable expenses by 4.INFORMATION SAFETY
-The better organised the reducing operating cost and -the important and also the
business information is, the improving the employee's value of the business
faster you will be able to efficiency. records is often under-
access to the needed estimated until it is
documents. One of the key 5. BETTER MANAGEMENT completely loss due to
benefits of records DECISiON disaster or theft. This is
management is that the -helps the manager in making where a good records
records can be categorised, a decision for the business management acts in
tracked, labelled and also with records act as evidence. increasing the protection
organised more effectively. for all the informations.
When the time taken is too Credit: Google Image
long to get access to the
information, this will reduced
productivity. This is why
installing a well-designated
filing system that can
retrieving the records and
also dispose records past their
end-of-life date.

BIZ FORWARD | DECEMBER 2019

PAGE | 20

BIZ FORWARD • IMPORTANCE AND BENEFIT OF RECORDS MANAGEMENT

RECORDS MANAGEMENT.

SEARCH AND RETRIEVAL OF RECORDS MANAGEMENT

Records retrieval is a process of retrieving back all the According to Wikipedia, records retrieval will undergo
documents and also information for the purpose of some procedures in retrieving the records. It is not the
referencing. While Business Dictionary stated that same records held in the archives which have a formal
retrieval means locating a particular document, file, or transfer of ownership to the archives. It is passing
record, and delivering it for use. through numbers of procedures.

Search and also accessing the data is easily be All the vital records and also information is kept in a
conducted if the data or information is managed in a good way as it will act as evidence in the future and also
good records management system. A good records aids in decision making process. Thus, this data carry
management system reflects the ability of access the value and it must be well-organized so that the data or
information without any time consuming or the all the information can be access as well as retrieve for
occurence of data losses. future references.

"Keeping records enhances the
pleasure of the search and the

chance of finding order and
meaning in these events."

-Aldo Leopold-

Credit: Google Image

REFERENCES PAGE | 21

https://tyrocity.com/topic/importance-of-record-management/
https://www.ironmtn.co.za/benefits-of-records-management/
https://www.unbc.ca/records-management/why-records-management-

important