Burning issues faced by an organization in maintaining and preserving a record

Author: Charlie Sodano
Records management (RM), or Records information management (RIM), is the professional ability to access information, regardless of the format, when and where it is needed at the lowest possible cost throughout the records life-cycle. This includes the time a record is being conceived to their disposal. A record is something that symbolizes proof of existence and that can be used to recreate or prove state of existence despite the medium or characteristics.

The major issues faced by an organization in maintaining and preserving records are:
1. Mistakes in records management
The common mistakes in records management are maintaining too many records, retaining them too long, keeping them in inappropriate locations and not knowing what you have or where it is.
2. Records Policy
A plan or course of action intended to influence and determine decisions, actions, and other matters. Guidelines that regulate organizational activity. Control conduct of people and activities of systems, position statement.
3. Records File Plan
Post office workers used to sort all incoming mail into bins that matched up to a series of routes for each mail deliverer. Records file plans are similar. Everything that is related is put into a bin and examined for disposition at the same time interval.
4. Duration to keep Records
Records must be kept according to date and value. Outdated records must be discarded. We do not keep records for ever as the information could become out of context. Unwieldy and costly to review non-essential information (Litigation).
5. Preserving Electronic Records
Electronic records could be preserved by capturing content and structure, capturing metadata, Converting record to immutable form (PDF/A ot TIF), Lock to prevent modification (Digital Signature), Modify metadata, revalidate, etc.
6. Victorian Electronic Records Strategy
VERS is a framework of standards, guidance and implementation projects which is centered around the goal of reliably and authentically archiving electronic records created or managed by the Victorian government. The PROV Digital Archive became operational by 2005, and will hold electronic records of government departments, local government, statutory authorities, educational and judicial institutions and health organizations.
7. Latest storage mediums
Cloud Storage, RAID (redundant array of independent disks), and Enterprise flash drives.
8. Electronic Records
Electronic records are records stored in digital format, such as e-mail, word processed documents, databases and scanned images.
9. Electronic records preservation strategy
An electronic records preservation strategy will facilitate you to make sure that all electronic records are maintained and sustained in an easy to get format as long as a need for those records arrive. The strategy will provide the mechanisms to guarantee that those electronic records of present and continuing future value to the University are maintained in a way that will both conserve their value and include right access arrangements to them.
10. InterPARES Chain of Preservation Model
This model represents the activities of making, keeping, appraising, and preserving electronic records during their entire life cycle. National archives that are participating in this research project, in addition to NARA, are those of Canada, Ireland, Italy, the Netherlands, Sweden, and the United Kingdom.

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