Implement a Records Management Program in Your Department

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Good records management is critical to maintain efficient business practices and procedures.

Records Management Program

An effective departmental records management program optimizes the use of records while limiting the costs and risks that can come with poorly managed records. Organized records should meet the following tests over time:

  • Authenticity – The record can be proven: to be what it purports to be, to have been created or sent by the person purported to have created or sent it, and to have been created or sent at the time purported
  • Reliability – The contents of records can be trusted as a complete and accurate representation of the activities to which they attest
  • Integrity – The record is complete and unaltered
  • Usability – The record can be located, retrieved, presented and interpreted in context

Key Steps

Following good records management practices has many benefits including:  

  • Improving access to information
  • Meeting legal requirements
  • Safeguarding vital information
  • Reducing operating costs
  • Minimizing litigation risks
  • Controlling the proliferation of materials taking up office space
  • Supporting better management decision making
  • Preserving university history

There are several steps to implementing a records management program in your department. 

Contact an Expert

Shannon Davis.

Shannon Davis

Records Management and Access Administrator

Policy, Compliance and Internal Controls

420 Crofts Hall

Phone: (716) 645-5464