الثلاثاء 14صفر 1435هــ
It must be possible to prove that records are what they purport to be and who created them, by keeping a record of their management through time. Where information is later added to an existing document within a record, the added information must be signed and dated. With electronic records, changes and additions must be identifiable through audit trails.
Accurate
Records must accurately reflect the transactions that they document.
Accessible
Records must be readily available when needed.
Complete
Records must be sufficient in content, context and structure to reconstruct the relevant activities and transactions that they document.
Comprehensive
Records must document the complete range of an organisation's business.
Compliant
Records must comply with any record keeping requirements resulting from legislation, audit rules and other relevant regulations.
Effective
Records must be maintained for specific purposes and the information contained in them must meet those purposes. Records will be identified and linked to the business process to which they are related.
Secure
Records must be securely maintained to prevent unauthorized access, alteration, damage or removal. They must be stored in a secure environment, the degree of security reflecting the sensitivity and importance of the contents. Where records are migrated across changes in technology, the evidence preserved must remain authentic and accurate.
records management
What is records management?
Records management is the systematic control of an organisation's records, throughout their life cycle, in order to meet operational business needs, statutory and fiscal requirements, and community expectations. Effective management of corporate information allows fast, accurate and reliable access to records, ensuring the timely destruction of redundant information and the identification and protection of vital and historically important records.
Why is records management necessary?
Information is every organisation's most basic and essential asset, and in common with any other business asset, recorded information requires effective management. Records management ensures information can be accessed easily, can be destroyed routinely when no longer needed, and enables organisations not only to function on a day to day basis, but also to fulfill legal and financial requirements. The preservation of the records of government for example, ensures it can be held accountable for its actions, that society can trace the evolution of policy in historical terms, and allows access to an important resource for future decision making.
The benefits of records management:
1- Systematic management of records allows organisations to:
2- know what records they have, and locate them easily
3- increase efficiency and effectiveness
4- make savings in administration costs, both in staff time and storage
5- support decision making
6- be accountable
7- achieve business objectives and targets
8- provide continuity in the event of a disaster
The principles of good records management
The guiding principle of records management is to ensure that information is available when and where it is needed, in an organised and efficient manner, and in a well maintained environment. Organisations must ensure that their records are:
Authentic
Authentic
It must be possible to prove that records are what they purport to be and who created them, by keeping a record of their management through time. Where information is later added to an existing document within a record, the added information must be signed and dated. With electronic records, changes and additions must be identifiable through audit trails.
Accurate
Records must accurately reflect the transactions that they document.
Accessible
Records must be readily available when needed.
Complete
Records must be sufficient in content, context and structure to reconstruct the relevant activities and transactions that they document.
Comprehensive
Records must document the complete range of an organisation's business.
Compliant
Records must comply with any record keeping requirements resulting from legislation, audit rules and other relevant regulations.
Effective
Records must be maintained for specific purposes and the information contained in them must meet those purposes. Records will be identified and linked to the business process to which they are related.
Secure
Records must be securely maintained to prevent unauthorized access, alteration, damage or removal. They must be stored in a secure environment, the degree of security reflecting the sensitivity and importance of the contents. Where records are migrated across changes in technology, the evidence preserved must remain authentic and accurate.
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