Why is Records Management Important?

Ultimately, Records Management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that non-essential records are discarded in a timely manner according to established guidelines and identified legislation.

Benefits of Records Management include more effective management of your current records (both paper and electronic); a reduced / eliminated level of record-keeping redundancies; reduced costs for records storage equipment and supplies; and increased usable office space through the elimination of unnecessary file storage. In addition, Records Management provides institutional accountability and timely access to information.

What is a record?

All information created, sent and received in the course of your job is potentially a record. Records provide evidence of your unit’s business activities and function. Whether something is a University record (as opposed to Faculty records pertaining to teaching / research or personal records) depends on the information it contains and the context of its creation. Records can be in paper, digital or other formats. Some examples include:

•    emails
•    reports
•    databases
•    samples and objects
•    letters
•    minutes
•    photographs
•    social media sites

•    faxes
•    spreadsheets
•    maps and plans
•    information in business systems
•    text messages
•    policy and briefing papers
•    research data