The importance of record management in the organization processes and performance
Category : Management Essays, Records Management System
Efficiency and Effectiveness of Records Management on Organization’s Performance
Record is considered as any type of recorded information, regardless of the physical form or characteristics, created, received or even maintained by a person, institution or organization. It is considered as extensions of the human memory, purposely created to record the information, document transactions, communicate thoughts, substantiate claims, advance explanations, offer justifications, as well as providing lasting evidence of events. That is why human has a great needs to create as well as store information, in order to retrieve and transmit it, that will help to establish tangible connections with the past (2001).
Information is always considered as one of the most important aspect of any organization, because it is used in decision-making as well as legal aspects and protections.
The main purpose of the study is to show the importance of record management in the organization processes and performance. Furthermore, it will focus on the efficiency and effectiveness of record management and its vital influence on the overall performance of the company.
The emergence of complex, modern recordkeeping systems took a hundred of years, even though much older systems have more complicated features. On the other hands, the records professional in modern times are having difficulties in facing different challenge concerning the management of record systems, with connection to the challenges that are connected with the digital information era ( 2000).
In addition to that, the records management is also being affected by the different factors that are related to organizational changes. This is due to the fact that different organizations and businesses are being affected by different aspects such as globalization and technology that will pushed them to change their organizational structure, strategies, rules and regulations, in order to come up or improve their performance, that will help them to maintain their position in the market. Managing change is considered as complex and challenging and the business needs a responsive, supportive as well as efficient information systems, that will help the business to respond quickly to the changing conditions as well as expectations of the different constituents such as the customers, employees, government, stockholders, suppliers as well as the society and environment ( 1992,).
According to the study that was conducted by (2000), in Arlington, Texas, information technology or IT has a great impact over the records management. Furthermore, the records management software had been a great help in handling the needs of the local manager, by reducing their effort and human intervention that helps to reduce effort (.
In the case of of ISD, the records management had helped to improve the service of the organization by enabling the management to retrieve records in short period of time, and deliver them upon the request, and the owner are confident that his or her records are being stored and maintained in secure and systematic manner (2000).
The research will use qualitative research in order to know the different impact of records management to the performance of the company. This will be done by applying the method of case study in order to show the current situation of the company regarding its usage and application of records management system and how it can affect and influence their performance as well as their relationship with their direct and indirect stakeholders. The case study will be done by process of observation and historical analysis regarding the company that will focus on the different aspects and activities that are related to the record management such as: what are the main reasons for the application of records management to the performance of the organization? Who are the key players? What were the advantages? What were the major consequences and difficulties? And what were the key learning's?
Information is always the most important aspects of any company, this help them during the process of decision-making in order to come up with plan and strategies. Furthermore, there are also different laws and regulations that are implemented that are protecting the rights of the customers and employees regarding the security of their information, primarily those confidential data. It is also important to ensure that the data are all available for retrieval for future needs. That is the reason why, the efficiency and consistency of records management is important, furthermore, it can be improved by applying IT or computers in order to speed up the process and implement an error-free records management process.