A Records Management Program that Works for Archives

Information Management Journal, May/Jun 2005 by Deserno, Ineke, Kynaston, Donna

* records disposition procedures that ensure that destruction is authorized and adequately documented (metadata and destruction forms must be retained, especially for electronic records)

* a well-designed, documented, and implemented records system that addresses

- capture of both paper and electronic records

- records registration

- classification

- application of metadata

- storage conditions for both paper and electronic records

* monitoring and auditing of the records management program

* training for records creators

In cases where the responsibility for the archives rests with the creating organization (e.g., international organizations belonging to the United Nations), an integrated records and archives program needs to be established to manage the organization's records efficiently while safeguarding and making accessible those records to be permanently preserved. Such a program recognizes that records follow a life cycle and acknowledges the importance of a continuum of professional care.

The critical structural elements for successfully integrating records management and archives programs are as follows:

* The program should be designed and under the responsibility of an information professional (records manager and/or archivist).

* Program responsibilities should also include electronic records management.

* There should be close collaboration between the records manager and the archives manager in training staff, developing records and archives tools and policies, and promoting an understanding within the organization that the two programs are working together. The records and archives programs should also work closely with any other information management-related programs within the organization, such as knowledge management or library.

* Policies and procedures should be in place to ensure compliance with national and international legislation, policy, and standards.

Records management programs are not designed to produce archives, but to manage records efficiently and systematically through their life cycle. However, while managing records well for the advantage of the creating organization is a necessary and valid goal, a functional and operational records management program will also have an archival dimension.

An archives program completes the work initiated with a records management program and provides further motivation for implementing effective records management practices. An archives program safeguards and makes accessible the records that must be permanently preserved in order to maintain the organization's institutional memory, for its own benefit and the benefit of society as a whole.

References

Integrated Records and Archives Management." The International Bank for Reconstruction and Development/The World Bank. Available at http://web.worldbank.org/WBSITE/EXTERNAL/EXTARCHIVES/0,,contentMDK:20035515~pagePK: 36726- menuPK:57185~piPK:36092,00.htm (accessed 11 April 2005).

"Managing Archives." Managing Public Sector Records: A Training Programme. International Council on Archives and International Records Management Trust. 1999. Available at www.irmt.org/download/DOCUME~1/EDUCAT~l/MPSR/marchives.doc (accessed 11 April 2005).