While the terms “records management” and “information governance” may have overlapping principles and are often used interchangeably, there are some key differences that should be considered by management professionals.
Put simply, information governance encompasses all data management as a whole. Records management is a subset of information governance; however, records management and information governance are terms that need to be clearly defined.
Records management is defined as the oversight and regulation of records, both in paper and digital format. Typical duties associated with records management include creating, organizing, retrieving, filing, and properly destroying records pertaining to a business or organization.
Information governance refers to strategic implementation and a systematic plan for the management of all data across an organization. The plan put forth by information governance will assign accountability and protocol on accessing and handling of all records, documents, and other data-containing files.
Records Management and Information Governance in the Workplace
Since records management is within the scope of information governance, it is important to begin by defining your organization’s information governance policies first.
After consulting with all departments and carving out a plan that fits comfortably for everyone, the actual implementation of information governance is next.
Records management is that implementation.
By first understanding the principles of your information governance, the records management should fit nicely into the policies that are already set in place.
Tools for a Successful Records Management Plan
There are a wide range of tools and services available to make your records management plan a successful one.
For offices that have too many paper records in storage, offsite storage facilities can free up space. In this way, you can keep your files secure but still have access to them when needed.
Electronic document management systems are also a great way to keep your files organized while saving room in the workplace. Your files are stored on an internal server that can give you quick access to any files, have tiered permissions to different employees and departments, and keep your records organized with tags and indexing.
Get Help on Setting Up Your Records Management Plan Today
Record Nations has been helping companies set up and optimize their records management and information governance protocol with locally-based and operated professionals.