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Records are created by the day-to-day activities that take place in corporations and government. They need to be captured, managed and safeguarded in an organised system in order to retain their value. Records have traditionally been managed as paper or microfilm, however the ubiquitous use of information and communication technology is transforming the way work is carried out, leading to records being predominantly generated electronically.
As a result there has suddenly been a realisation by organisations that the conventional paper-based systems for managing records, i.e. "business information", are not working as we move towards a paper 'less' office. Today's digital economy with most business processes both outward facing to the customer and supplier, and in the back office being increasingly undertaken through electronic transactions and documents.
Most organisations, both large and small, do not currently have in place the controls and infrastructure to effectively manage these electronic records which are increasingly being received via e-mail and accessed from the Web, as well as being generated internally. The result? Documents are printed and managed as records using existing paper-based systems -with resulting inefficiencies, delays in access, poor service levels and, in some instances, the creation of an incomplete record.
Record Managers’ New Role
This migration to an electronic environment presents both opportunities and challenges for records managers. While paper records will continue to exist and be generated for the foreseeable future (and the means and systems for their management are well established), there is a general concern about the ability of both the private and public sector to effectively manage and preserve electronic records and meet regulatory and best practice for the accountability of records and archival/retention obligations.
With this move to electronic processing the records manager has the opportunity to move from the role of a "basement" operator filing the completed business records to contributing to the IS strategy of the company, and dictating to users their filing and archival practices. The short and long term availability of records in electronic form demand a wider set of disciplines than paper storage. There are issues to be addressed by the RM over formats for long term preservation, migration strategies, accessibility and storage media for long term viability as well as contributing to the IM strategy of the organisation.
There is a re-positioning of the RM taking place in both public and private organisations, and a revaluation of their level of influence in the company. The RM is being re-badged as the Information Systems Officer and is being given a wider remit, with responsibility not only for corporate filing practices but also for ensuring that the company meets FOI, DPA and audit requirements, and for developing the corporate information strategy.
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