Records management means the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved with respect to records creation, maintenance, use, and disposition in order to achieve proper documentation. According to the Federal Records Act a record is, “recorded information, regardless of medium or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time.” (Priscilla Emery, 2005).
Moreover, record management is the practice of identifying, classifying, archiving, preserving, and sometimes destroying records. There is an International Standard on records management, ISO 15489: 2001. This defines record management as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of record. (Ismael D. Tabije, 2007).
Besides that, according to Laurier Varendorff (2003):
“records management is a core business activity, without which, no organization, however large or small, can sustain its operational activities, its moral responsibilities, or can document proof of meeting its statutory, legal, financial or shareholder responsibilities, or provide for its history. It is the foundation stone on which all organizations are built and, without which, they cannot operate effectively or efficiently. It is A, or THE core business activity and not an add-on, which we are forced to implement by threat of penalties, or embarrassment. Records Management is good management practice and should be at the forefront of any executive mindset as a strategy for best practice, so as to provide efficient, effective and cost minimization initiatives. Without effective Records Management systems in place, inefficient and ineffective decision-making will be made, and remade, with mistakes repeated without the availability of a reliable decision-making information base from which to start to appropriately manage any situation. Efficient Records Management will provide returns in proportion to the effectiveness of the Records Management system in place”.
According to the journal written by Johanna Gunnlaugsdottir (2002), she wrote about origin and construction of the standard. The origin of the standard can be traced back to the year 1996, but on February 5 1996, the Australians published the first standard on records management.Moreover, the Australian standard was written for Australia, but it immediately received international attention. It soon became apparent that there was not universal agreement on all the concepts. For example, New Zealand does not embrace the Australians’ concept of the records “continuum” which assumes that a record remains active until it is destroyed, as opposed to the “life-cycle” concept which differentiates between active and stored documents.
Secondly, she wrote about the scope of the standard. The scope of the standard covers records management in all organizations, large or small, public or private. It applies to records in any format and on any media. Records have 3 distinctive characteristics. Electronic records have three attributes (Mornizan Yahya at all, 2006).They have content which refers to content of a record and must be linked to the metadata which are necessary to document the other two characteristics, that is the structure (the format and relationship between the elements comprising the record) and the context in which the record was created, receive or used, that is when and by whom and under which circumstances, and what links there are to other documents making up the total record.
Moreover, organization need to create record that are authentic, that is not forged and truly created or sent by...