Identify Records Being Produced By Your Company
Every day your business produces countless records that need to be kept and filed as part of day-to-day running procedures. However, classifying these records can sometimes be difficult so here is a handy guide to help you identify the various records that are being created.
By its technical definition a record is a complete set of documentation required to provide evidence of a business transaction. All business transactions should be captured on record at an appropriate point in the business cycle or information life-cycle, these records then need to be held for an amount of time dictated by legislation and best practice procedures.
When it comes to efficiently naming your records so that they can be easily identified there are a number of things you should take into consideration. For example, your business should control the creation of records as much as possible and allow only approved individuals the ability to create records on behalf of the company.
These records should then have a set of meta data attached to them, allowing employees to easily search for and locate them once they are stored within your document management system. This information should include; the identity of the record creator or the source of record creation, the date of creation, classification of the type of record it is-i.e receipt, invoice, purchase order etc, the level of security attached to the document- should it have restricted access?, and finally any indexing information such as search terms or references.
Once a record has been created it should be correctly stored and maintained within an appropriate system. Records should be preserved in an accessible and usable form, retaining their integrity and remaining as true to their original form as possible. The system used to hold records should be easily searchable, allowing employees to obtain part of or the whole record as and when needed.
Capturing the right records for your business is essential and you should take the time to assess and review all running procedures, identifying key records that need to be created at each stage of every activity. Each record should be essential to the business and hold valuable information showing evidence of any business transactions that have taken place.