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Toll Free in the U. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. An organization’s records preserve aspects of institutional memory. In determining how long to retain records, their capacity for re-use is important. Many are kept as evidence of activities, transactions, and decisions.
Others document what happened and why. While there are many purposes of and benefits to records management, as both these definitions highlight, a key feature of records is their ability to serve as evidence of an event. Proper records management can help preserve this feature of records. This transactional view emphasizes the importance of context and process in the determination and meaning of records. In contrast, previous definitions have emphasized the evidential and informational properties of records.
In organizational contexts, records are materials created or received by an organization in the transaction of business, or in pursuit of or in compliance with legal obligations. This organizational definition of record stems from the early theorization of archives as organic aggregations of records, that is “the written documents, drawings and printed matter, officially received or produced by an administrative body or one of its officials”. A Records Manager is someone who is responsible for records management in an organization. Records-management principles and automated records-management systems aid in the capture, classification, and ongoing management of records throughout their lifecycle. Not all documents are records. Once declared, a record cannot be changed and can only be disposed of within the rules of the system.
Just as the records of the organization come in a variety of formats, the storage of records can vary throughout the organization. File maintenance may be carried out by the owner, designee, a records repository, or clerk. Records may be managed in a centralized location, such as a records center or repository, or the control of records may be decentralized across various departments and locations within the entity. Records may be formally and discretely identified by coding and housed in folders specifically designed for optimum protection and storage capacity, or they may be casually identified and filed with no apparent indexing. Organizations that manage records casually find it difficult to access and retrieve information when needed. The inefficiency of filing maintenance and storage systems can prove to be costly in terms of wasted space and resources expended searching for records. These records may hold business, legal, fiscal, or historical value for the entity in the future and, therefore, are required to be maintained for a short or permanent duration.