Why we need Records and Information Management
According to BS ISO 15489:2001, Records Management is
“a field of management responsible for the efficient
and systematic control of the creation, receipt, maintenance, use
and disposition of records, including processes for capturing and
maintaining evidence of and information about business activities
and transactions in the form of records.”
Records and information management encompasses records in both
paper format and in electronic format.
The Glossary of
Terms document explains the meaning and context of records and
information management terminology that is used throughout these
webpages and in common use within the profession.
“Records contain information that is a valuable
resource and an important business
asset.”
(BS ISO 15489:2001 Part
1)
In order to protect and preserve records as evidence of our actions
NCC must take a systematic approach to the management of its
records and information.
Decisions made in the records of today will support the
activities and decisions of the future. It is therefore
important that the evidential record is retained and preserved.
Good records management practice can have a number of benefits
for both customers of the council and for staff.
1. It ensures that customers receive all
of the information that is available and in a timely manner.
2. It helps you to do your job better by
enabling you to easily find the information you need when you need
it.
3. It protects you and NCC by providing
evidence of what we did, when we did it and why we did it.
4. It also ensures that the records that
are retrieved are the correct version and therefore provide the
correct information.
5. It ensures that the records have a
high value as evidence should they be needed in a court of law.
Records and Information Management Benefits and Drivers
More information on the benefits and drivers for good management
of records can be found in the Records Management Benefits and
Drivers document.
And remember:
One Northumberland
One Council
One Record
Management of Electronic Information and E-mail
Records and e-mail should be managed according to their content
and not according to their format.
However the Records Management Service recognises that there is
an extra complexity attached to the storage of, and access to,
information in its electronic form and extra guidance on this is
given in the Records and Information Management Guidance documents
below.
Records and Information Management Guidance documents
Records
and Information Management Guidance overview
Management
of Electronic Information
Management
of E-Mail
Confidential
Records Disposal Guidance
For further information please
contact: Records Management Service, Woodhorn,
Queen Elizabeth II Country Park,
Ashington, Northumberland. NE63 9YF
Tel: 01670 624455
E-mail recordsmanagement@woodhorn.org.uk
Opening times: Monday – Friday 8.30
to 5.00
