Records Management refers to the practice of creating, storing, tracking, retaining and eventually destroying official documents, in paper and frequently also electronic format, as prescribed by legal, regulatory or policy requirements. It is the proper management of records (information) throughout their lifecycle. Tools that help manage this process are referred to as records management systems or records management software.
While records management is often used interchangeably with other terms such as enterprise content management (ECM), document management or enterprise information portals, it is a distinct practice with specific requirements and not synonomous with these other concepts. Records are unique in that they include physical documents and often electronic files as well. ECM, document management and information portal systems are designed exclusively to management electronic data.
As an example, suppose a law firm is assisting a client in drafting a contract. While the contract is going through the writing/review/editing process, several revisions will be produced. All of these revisions, as well as any related email messages or other electronic correspondence, constitute content or documents. They are stored and may be tracked (through revision control) electronically. Any revision may be printed, but needn't be stored in paper format. This in-process document could be managed using a records management system (RMS), but could just as easily be handled with an ECM, document management, or possibly an enterprise information portal.
However, once the final version of the contract has been approved and signed by all parties, it becomes a record. It must be now be stored, tracked, retained and available for audit in its original physical paper format. An electronic copy may be stored as well, with a reference to the physical location of the original paper copy. This requirement--fully integrated paper and electronic document management--is the province of records management software systems.
According to records management software vendor SmeadSoft: "Records are official versions of the facts—be they in the form of vital records (such as birth certificates, permits, etc.) or non-vital records (such as meeting notes) that do not have an immediate impact on an individual or organization. Records generally need to be preserved, unchanged and uncompromised. They have strict compliance requirements regarding disposition, retention, auditability and destruction. And they have a defined lifecycle that needs to be managed differently than content. Failure to do so can carry stiff penalties, so using a system created to handle the unique lifecycle management needs of records is critical."[1]
Examples of records, as opposed to simple documents or content, include licenses, contracts, deeds, legal documents, certificates, court proceedings, health records, employee records, permits and reports in the government or private sector.
Records management systems typically provide not only the functionality needed to store, track, retain and eventually dispose of records, but also the ability to scan documents for storage in electronic format as well as bar code labeling and tracking for physical paper files.
It's vital for enterprises and government agencies to understand the distinction between these different types of systems and select the right category of software to meet specific needs. Different systems may be used in parallel to manage different types of information. For environments where paper records and corresponding electronic records must be properly managed throughout their lifecycle, records management systems provide the necessary integrated records management capabilities.
Additional Resources
What About the Paper? Electronic and Physical Records—Unified Records Management, SmeadSoft white paper
While records management is often used interchangeably with other terms such as enterprise content management (ECM), document management or enterprise information portals, it is a distinct practice with specific requirements and not synonomous with these other concepts. Records are unique in that they include physical documents and often electronic files as well. ECM, document management and information portal systems are designed exclusively to management electronic data.
As an example, suppose a law firm is assisting a client in drafting a contract. While the contract is going through the writing/review/editing process, several revisions will be produced. All of these revisions, as well as any related email messages or other electronic correspondence, constitute content or documents. They are stored and may be tracked (through revision control) electronically. Any revision may be printed, but needn't be stored in paper format. This in-process document could be managed using a records management system (RMS), but could just as easily be handled with an ECM, document management, or possibly an enterprise information portal.
However, once the final version of the contract has been approved and signed by all parties, it becomes a record. It must be now be stored, tracked, retained and available for audit in its original physical paper format. An electronic copy may be stored as well, with a reference to the physical location of the original paper copy. This requirement--fully integrated paper and electronic document management--is the province of records management software systems.
According to records management software vendor SmeadSoft: "Records are official versions of the facts—be they in the form of vital records (such as birth certificates, permits, etc.) or non-vital records (such as meeting notes) that do not have an immediate impact on an individual or organization. Records generally need to be preserved, unchanged and uncompromised. They have strict compliance requirements regarding disposition, retention, auditability and destruction. And they have a defined lifecycle that needs to be managed differently than content. Failure to do so can carry stiff penalties, so using a system created to handle the unique lifecycle management needs of records is critical."[1]
Examples of records, as opposed to simple documents or content, include licenses, contracts, deeds, legal documents, certificates, court proceedings, health records, employee records, permits and reports in the government or private sector.
Records management systems typically provide not only the functionality needed to store, track, retain and eventually dispose of records, but also the ability to scan documents for storage in electronic format as well as bar code labeling and tracking for physical paper files.
It's vital for enterprises and government agencies to understand the distinction between these different types of systems and select the right category of software to meet specific needs. Different systems may be used in parallel to manage different types of information. For environments where paper records and corresponding electronic records must be properly managed throughout their lifecycle, records management systems provide the necessary integrated records management capabilities.
Additional Resources
What About the Paper? Electronic and Physical Records—Unified Records Management, SmeadSoft white paper
References
- Understanding and Selecting the Right Tool for the Job: Comparing Records Management Systems, Enterprise Content Management Systems, and Enterprise Information Portals, SmeadSoft white paper, May 2008.
Comparing RMS, ECM and EIP Systems
Comments
Write New Comment ▼
Write New Comment
Sorry! This knol's owner(s) have blocked you from editing, making suggestions, or commenting here.