Records management is a process of ensuring the proper creation, maintenance, use and disposal of records to achieve efficient, transparent and accountable governance.
Records are originally created for a specific purpose as evidence of transactions. By preserving public records created by governmental bodies as archives, the National Archives seeks to preserve the memory of what a governmental body, an organisation or an individual did, as well as the circumstances and context connected with the activity.
Files transferred to the Records Centre are accessible only to the depositor. After a lapse of 30 years the files are appraised by the Records Disposal Committee to decide the archival values. Documents are then processed and made accessible to researchers.
Two types of records are kept in the Records Centre.
Semi-current records: Records required only infrequently in the conduct of current business. Also known as semi-active records.
Non-current records: Records no longer needed for the conduct of current business.
Semi-current and non-current records are either administrative or personal files.
Administrative Files: These comprise of records relating to those general administrative activities common to all organization, such as maintenance of resources, care of the physical plant or other routine office matters.
Administrative files are kept for 30 years in the Records Centre. At the end of this period the records are appraised by the Records Disposal Committee to decide on their historical value.
Personal files: Personal records relating to matters of individual employees.
Why is Records Management necessary?
Archival records help us to understand who we are, either as individuals or as organisations, and where we came from. By providing us with information about our past, we are better able to understand the present. This information is as important to a nation as individual memory is to each person. It is a major resource for fostering a national identity. It is also a treasure house of national memory resources that is accessible to all.
The 6 main reason for keeping records.
- administrative value
- legal value
- historical value
- evidential value
- informational or research value
- Economic value or importance (Fiscal )
The benefits of Records Management
- To create office space in offices
- To ensure proper management of records
- To provide information to clients when required for official transactions
- Enable individuals to have information for legal rights