Ways to manage records effectively EVERY BUSINESS AND ORGANISATION REQUIRES RECORDS TO FUNCTION PROPERLY. WITHOUT A QUESTION, RECORDS ARE AN IMPORTANT ASPECT OF BUSINESS, AND KEEPING TRACK OF THEM IS ONE OF THE FOUNDATIONS FOR A TRANSPARENT AND REPUTABLE FIRM. MAKING A PROFITABLE, OPERATIONAL FIRM GOES A STEP FURTHER WITH EFFECTIVE RECORDS MANAGEMENT PRACTISES. HERE ARE THE WAYS TO MANAGE RECORDS EFFECTIVE
1.Determine what records you need to have Certain records are required for the operation of an organisation. The amount of paper records doubles every 3.3 years, according to Advanced Information Technologies. You must decide which records should be saved and which should be deleted. 2.Take inventory to see what records you are keeping An audit of every piece of paper and electronic file in your business is the start of a successful records-management programmed. Before you create a records-management policy, you need to first figure out what records you have. 3.Figure out the best way to store each type of record In this moderns days, there are many ways to permanently store records, such as paper, computer discs, ROM, microfilm, tape, and so on. You must consider factors such as space, affordability, flexibility, safety, and integrity when selecting storage solutions.
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4.Create a location for records storage Records can be stored in a variety of places, including work areas, a records department, an internal or external location, just as they can be stored in a variety of media. Choosing a storage location will depend on how often and how quickly you need to access the records.
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5.Develop a procedure for archiving inactive records Records management should be an everyday aspect of your business. Records should be reviewed on a regular basis for transfer to archives and long-term storage. The transfer process should include a system to track the location of stored records. 6.Create a policy and procedure for destroying expired records Few records need to be or should be kept permanently. They can be destroyed once a certain amount of time has passed.