Records Management Basics

Name: Records Management Basics
Author: KnowledgeCity

Learn to manage your records effectively

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Course: On-Demand

Every business creates a large amount of different kinds of documents but only some can be considered records. Fortunately, we have some guidance on what business records are and are not. Let's start first with defining which documents used by your organization are considered business records. The International Organization for Standardization created a guideline for records and records management. ISO 15489, defines a record as "Information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business." The word evidence here is any documentation of a transaction. That does cover a broad range of documents but we also need to know what are not considered business records. Non-records are documents such as drafts, worksheets, or routine memos. These have no retention value. Non-records also include any copies of documents made for convenience or in order to distribute to employees. The kind of business records defined above can be broken down into some general categories. Not every organization will have all the records we talk about. Some organizations may also be required by law to keep more records than others. Let's go over what each of these are. Administrative records is a good place to start. These records generally contain information on how the business will operate, like policies, procedures, and guidelines. These records can include; audit reports, inventory records, correspondence regarding purchases or personnel, research reports, and phone records. Accounting records. These are important records that every organization needs to keep. Accounting records track the transaction history of the organization. Here are some examples of accounting records; bank statements, payroll, budget reports, accounts receivable and accounts payable, and balance sheets. Legal records are another important set of records. These records can include; trademarks, licenses, contracts charters, tax identification information, and leases. And personnel records. Every organization that has employees will have personnel records. These records can include; applications, attendance records, terminations, accident reports, and any correspondence with employees and applicants. Your organization may have more records or fewer records depending on your industry and location.

Essential Provider : KnowledgeCity 4 Lessons · 9m in Arabic, German, English, Spanish, French, Portuguese, Chinese

Course Description

This module covers how to identify different kinds of business records and create a records management system. It also introduces security strategies you can use to keep your records confidential, thereby helping your company stay organized and legally compliant.

What You'll Learn

Identify different types of business records and non-record documents
Establish a records management program
Manage electronic records
Apply techniques to protect business records
Create a records management system to keep records organized
Use security strategies to keep records confidential

Key Takeaways

The module covers how to identify different kinds of business records and create a records management system.
It introduces security strategies that can be used to keep records confidential.
A records management system helps a company stay organized and legally compliant.
The course addresses managing electronic records as part of a records management program.
Different techniques can be used to protect business records.

Frequently Asked Questions

What does this course cover?

This module covers how to identify different kinds of business records and create a records management system. It also introduces security strategies you can use to keep your records confidential, helping your company stay organized and legally compliant.

What topics are included in the lessons?

The lessons cover Business Records, Record Management Program, Electronic Record Management, and Records Protection.

What skills can I gain from this course?

The course relates to skills including Document Management, Electronic Document and Records Management Systems, Medical Record Management, Records Management, Training Records Management, and Certified Records Management.

Does this course cover electronic records?

Yes. One of the learning objectives is to learn how to manage electronic records, and there is a dedicated Electronic Record Management lesson.

How does records management help my company?

Creating a records management system and using security strategies to keep records confidential helps your company stay organized and legally compliant.