Managing Records: Starting a Program

The Seven Attributes of an Effective Records Management Program

by Thomas D. Norris
Archives Technical Information Series #61
2003

View, download, or print the complete version of Publication 61 in:

• accessible HTML format
• PDF format
• order a print copy at ARCHTRAIN@mail.nysed.gov.

Publication Summary

A government office has an effective records management program when the office:

1. creates the records it needs, and none that it doesn't
   Records are efficiently created in the normal course of business for all functions sufficient to satisfy legal, fiscal, administrative, and other recordkeeping requirements.
2. retains the records needed as essential evidence and gets rid of obsolete records
   Records are retained and usable for as long as required for legal or business purposes, and then efficiently disposed of or preserved as archives.
3. stores its records - especially historical records - safely and securely
   Records are stored and maintained in a safe, secure, cost-effective fashion to support retention, access, and archival preservation where applicable.
4. retrieves information quickly through efficient access and retrieval systems
   Records systems provide effective and efficient retrieval and access to records, to support use by the creating organization and by the public.
5. uses the right information technology for the right reasons
   Uses information technology appropriately to store, retrieve, make available, and use records.
6. promotes and supports the use of archival records as a community resource
   Appropriate secondary use of records by public and other entities is supported and promoted.
7. recognizes through policy and procedure that records management is everyone's job
   Ongoing records management goals and priorities are integrated through the organization and its operations as part of the normal course of business.