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What is records management?
Records management is the process of creating, storing, maintaining, and disposing of records in an organized and efficient way to meet legal, regulatory, and operational requirements.
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Why is records management important?
It ensures important information is preserved, helps organizations meet legal obligations, improves efficiency, supports decision-making, and protects sensitive data.
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What is a 'record' in records management?
A record is any document or data that provides evidence of business activities, decisions, transactions, or operations, regardless of its format (paper, digital, audio, video, etc.).
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What is a retention schedule?
A retention schedule is a policy document that outlines how long records should be kept and when they should be destroyed or archived.
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What is the difference between 'archiving' and 'destroying' records?
- Archiving means moving inactive but important records to long-term storage for historical or legal purposes.
- Destroying means securely disposing of records that are no longer needed and have no legal or operational value.
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What type of boxes should be used for storing records?
Banker boxes measuring 15″ x 12″ x 10″ must be used.
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How should boxes be filled?
Boxes must not be overfilled, stretched, or left unable to fully close.
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Can different types of records be placed in the same box?
No. Each box should contain only one type of record to calculate the correct retention period.
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Before storing boxes, what must be confirmed?
Ensure the boxes meet the requirements and gather all necessary information about the files inside each box.
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Why is it important to properly dispose of records?
Proper disposal protects sensitive information, reduces storage costs, ensures compliance with legal requirements, and prevents unauthorized access.
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When can records be disposed of?
Records can be disposed of only after they meet the retention period listed in the organization's Records Retention Schedule and have no pending audits, investigations, or legal holds.
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Can records be thrown in the trash after the retention period ends?
No. Sensitive or official records must be securely destroyed using approved methods like shredding to ensure confidentiality.
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Who authorizes the disposal of records?
Usually, the Records Coordinator, department head, or Records Management Office must approve the disposal, following internal policies.
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What should be checked before disposing of any record?
- The record's retention period is completed
- There are no audits, legal actions, or investigations pending
- Proper authorization is obtained