Information is at the center of everything an organization does and how the organization manages that information and its corporate records can directly affect its ability to compete, service its employees and customers, comply with regulations, and recover from disaster.
Regardless of how technology, organizations will always require a records management system. In fact, the success of an organization may rest on the ability to locate a critical record in a timely manner.
Any incoming or outgoing information has the potential to be a record, and must therefore, be managed.
A record is any documented information made or received by an organization regardless of its medium or characteristics that supports business decisions, transactions or is mandated to be maintained. In other words, it is the information itself that determines if it is a record; the media in which that information is made and stored makes no difference.
Records management is the systematic control of records through their lifecycle.
Archiving is the preservation of those records identified as having a lifecycle of permanent or indefinite retention, or, historic value to the organization.
The same controls need to be created and implemented for paper and electronic records to satisfy compliance requirements, to eradicate duplicate copies, and to direct the users to where and how the official record is maintained.