Managing Records
By Cyndi Seidler
Typically, I find that business owners and senior-level management executives do not have an understanding, therefore interest, in protecting their company’s valuable information assets. Because of this, there is no attention or focus to take measures for implementing a system that controls and tracks their company records.Some time, not all that long ago, we dealt primarily with paper documents. Computers were not seen sitting on desktops and the need to manage records were considered a thing that only large corporations should do. Today, PC’s are predominant office components and, because of this, electronic documents must be controlled with systematic maintenance.
We’re in an increasingly high tech, electronic age, prompting us to generate more paper and electronic documents than ever before. Yet, still we find companies operating blindly when it comes to the storage, retrieval, and retention management of their records.
Yes, electronic technology makes our lives easier. But, the tendency to relax with the idea that the records it creates are safe and sound in some folder within our hard drive is risky business. Not only that, but the files taken out and stored on floppy disks, typically sit there for endless years. And, if that removed file from the hard drive ever needed to be found and retrieved, good luck.
Records Management is often a misunderstood function. Records consist of all media, including paper, audio and video tapes, microfilm, slides, books, manuals. A system needs to be in place to control these information assets. If not, these assets could turn into liabilities (as in legal litigation cases).
Management can no longer overlook records management as part of their business equation. It’s just too important a component. I only hope that senior executives will start to re-think their management priorities.
To see a general retention schedule, click here (PDF).
Copyright © 1999 Cyndi Seidler. All Rights Reserved.
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