{"id":2143524700,"date":"2025-03-05T00:00:00","date_gmt":"2025-03-05T00:00:00","guid":{"rendered":"https:\/\/newgensoft-v2.wordpoets.com\/resources\/blog\/2025\/03\/05\/records-management\/"},"modified":"2026-07-10T12:24:19","modified_gmt":"2026-07-10T06:54:19","slug":"records-management","status":"publish","type":"post","link":"https:\/\/newgensoft.com\/resources\/blog\/records-management\/","title":{"rendered":"What is Records Management &amp; Its Importance"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\">According to research conducted by IDC, data workers dedicate <a href=\"https:\/\/www.forbes.com\/councils\/forbestechcouncil\/2019\/12\/17\/reality-check-still-spending-more-time-gathering-instead-of-analyzing\/\">approximately 30%<\/a> of their weekly hours to searching for, governing, and preparing data. These numbers are especially challenging when keeping track of records, which are the documents and information that organizations must keep for compliance, regulation, and good management practices.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Records management tools and technologies help organizations adhere to regulations that require a\u2002retention period for documents and how they must be handled after the period expires. In addition, they allow you to automate the\u2002process of handling record-retention policies. These technologies, when implemented as per clearly defined and uniformly applied RM strategies and policies, can greatly contribute\u2002to the effective management of the information life-cycle across the organization.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Record management is a systematic process that dictates how records\u2002are captured and controlled during the life cycle. In this article, we will learn the meaning of records management, outline its purposes and advantages as well as its various use cases.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>What is Records Management?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\"><a href=\"https:\/\/newgensoft.com\/platform\/records-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">Records management<\/a> refers to\u2002the tracking and control of any record, whether physical or electronic. The records management is committed to ensuring that an organization&#8217;s information\u2002is orderly filed and retained in accordance with legal, regulatory, and operational requirements. Records management involves the processes relating to the creation, receipt, maintenance, use, and disposal of\u2002records. A record, in this context, is a piece of information that records a business transaction.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Records include contracts, paper files, reports, emails, memos, electronic files, videos, instant messaging logs, and databases. Physical boxes or file cabinets hold paper records at\u2002an office or a storage facility. On\u2002the other hand, the physical documents can be stored in off-site, on-site, or cloud storage media. Here are a few common records examples:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Financial records<\/li>\n\n\n\n<li>Medical records<\/li>\n\n\n\n<li>Legal records<\/li>\n\n\n\n<li>Personnel records<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How does Records Management Work?<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The primary aim of records management is to assist organizations in ensuring that the documentation needed for business operations and audits remains accessible. Many organizations rely on spreadsheets to monitor the locations of their stored records. However, there&#8217;s an alternative option, a software that integrates a records retention plan with a well-defined taxonomy.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Information governance is the structured management of records and various types of content. This software is often marketed as enterprise information management systems, providing companies with effective solutions to resolve the challenge related to information governance.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"aligncenter\"><a href=\"https:\/\/newgensoft.com\/resources\/\"><img decoding=\"async\" src=\"https:\/\/newgensoft.com\/wp-content\/uploads\/2025\/03\/Newgen-Records-Management-300x235.png\" alt=\"Newgen Records Management\" class=\"wp-image-2143518363\"\/><\/a><\/figure>\n<\/div>\n\n\n<h2 class=\"wp-block-heading\"><strong>5 Steps in the Document Lifecycle Management Process<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Records management is an essential component of an information governance strategy. There are five steps in the document lifecycle management process:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Categorizing or receiving the records<\/strong>: The task of identifying and categorizing records involves the recognition of essential documents and information that must be processed and classified based on various criteria, such as type, content, and importance.<\/li>\n\n\n\n<li><strong>Using or modifying the records<\/strong>: This step involves finding an appropriate location for their storage and arranging them in a manner that allows for easy access and retrieval. This may involve the use of traditional filing systems, digital databases, or a hybrid approach that combines both methods.<\/li>\n\n\n\n<li><strong>Maintaining and protecting records<\/strong>: The process of keeping records secure is preserving them so that they are protected and accessible as long as necessary. This could be done using safe storage, regular backups, and implementing measures against loss or destruction.<\/li>\n\n\n\n<li><strong>Disposing and destroying unnecessary records<\/strong>: This process ensures that all unwanted records are disposed of properly by adhering to the laws and regulations for handling the process of disposal. This involves shredding paper documents, deleting computer files, or using other means of disposal.<\/li>\n\n\n\n<li><strong>Storing and archiving permanent records for a long time<\/strong>: It deals with the availability of records to\u2002persons who need them and also with putting records at the disposal of users so that they can find and use the records when needed. Records may involve searching processes, indexes, and any other means of assistance necessary to help individuals find the information they require.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Importance of Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Records management ensures that records are securely stored, retrieved, and managed. It also helps ensure adherence to legal obligations and regulations concerning the handling, access, and utilization of information. Records management is important for several reasons, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Historical value:<\/strong> Historical value from the records helps you understand how businesses operated in the past, thus helping businesses organize their future operations and acknowledging historical data in making plans instead of relying on assumptions and intuition.<\/li>\n\n\n\n<li><strong>Security:<\/strong> Records management helps prevent the loss of documents, including the physical destruction of paper-based files, as well as digital records breaches, such as hacking attempts that can\u2002expose sensitive information online without authorization.<\/li>\n\n\n\n<li><strong>Compliance:<\/strong> A compliance\u2002program helps organizations follow every legal requirement related to document retention, including privacy rights regulations. This protects companies from the risk of being fined or sued\u2002because of poorly managed information.<\/li>\n\n\n\n<li><strong>Access control<\/strong>: Effective recordkeeping systems help organizations manage who can see certain types of information. They can control who can access information based on their job and responsibilities while also making sure security protocols are followed in different departments of the company.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Advantages of Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Records management increases productivity, simplifies processes, strengthens data security, and can result in cost savings for companies. Additionally, <a href=\"https:\/\/newgensoft.com\/platform\/enterprise-content-management\/\" target=\"_blank\" rel=\"noreferrer noopener\">enterprise content management<\/a> becomes smooth, which supports a comprehensive strategy for handling business data. Let\u2019s look at a few of the benefits of record management:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Efficiency and Productivity:<\/strong> Well-organized records increase operational effectiveness. According to a renowned <a href=\"https:\/\/www.ibm.com\/support\/pages\/cognitive-university-watson-systems-smartseller#:~:text=IDC%20data%20shows%20that%20'the,,%20searching%20for%20information%20...\">IDC report<\/a>, employees used to spend an average of 2.5 hours a week looking for papers, which led to a 20% drop in overall productivity (approximately 2001 and 2012). With the help of record management, employees can find and access information quickly, which saves time searching for documents and boosts overall productivity.<\/li>\n\n\n\n<li><strong>More Informed Decision-Making: <\/strong>Access to reliable and timely information is essential for making educated decisions. Records management guarantees that decision-makers have access to reliable data so that they can make the best decisions for the company and its employees.<\/li>\n\n\n\n<li><strong>Cost Savings<\/strong>: Streamlining company operations, lowering litigation risk, and minimizing physical records can all result in cost savings through effective records management.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Eight Principles of Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The largest worldwide organization devoted to records and document management is ARMA International, formerly known as the Association of Records Managers and Administrators. ARMA offers its members a wide range of services, such as conferences, standards as well as best practices, professional certifications, and training.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In 2009, ARMA and IT experts created the Generally Accepted Recordkeeping Principles, a set of eight records management guidelines that was last revised in 2017. These eight principles are as follows:<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li>Accountability is to guarantee that senior management provides the authority to trained employees to handle records.<\/li>\n\n\n\n<li>Transparency by offering a program that is recorded and accessible for all employees to evaluate.<\/li>\n\n\n\n<li>Integrity to protect the reliability, validity, and accuracy of program records.<\/li>\n\n\n\n<li>Protection to guarantee that documents are kept safe, confidential, and kept private.<\/li>\n\n\n\n<li>Compliance to ensure that relevant regulations, laws, and other specifications are met.<\/li>\n\n\n\n<li>Availability to guarantee that records are accessible when required, including in the event of disruptive events.<\/li>\n\n\n\n<li>Retention to ensure that documents are kept for the duration of time required by law, industry standards, and best practices.<\/li>\n\n\n\n<li>Disposition to provide suitable methods for discarding records that are no longer required.<\/li>\n<\/ol>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Standards Prescribed for Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Several records management standards have been created by the International Organization for Standardization (ISO). The following are the two most notable ones:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>ISO 15489-1:2016, Information and documentation &#8211; Records management &#8211; Part 1. Concepts and principles<\/strong>: It gives a thorough explanation of the many components of information, documentation, and records management.<\/li>\n\n\n\n<li><strong>ISO 15489-2:2016, Information and documentation &#8211; Records management &#8211; Part 2. Guidelines<\/strong>: It gives instructions on how to create, implement, and manage a records management system.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">The following are other information and records management standards:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>ISO 22310:2006, Information and documentation<\/strong>: Offers guidelines for describing records management requirements during the standard-setting process.<\/li>\n\n\n\n<li><strong>ISO 30301, Records Management Systems Package (2019\u20132022)<\/strong>: Consists of three records management standards covering fundamental terms and concepts; instructions for establishing a records management system; and guidelines for creating, implementing, and managing an MSR.<\/li>\n\n\n\n<li><strong>ISO\/TR 21965:2019, Information and documentation &#8211; Records management in enterprise architecture<\/strong>: Describes how to include records management principles throughout an organization.<\/li>\n\n\n\n<li><strong>American National Standards Institute (ANSI)\/ARMA 8-2005, Retention Management for Records and Information<\/strong>: Outlines the guidelines and procedures for creating a program for the retention and disposal of records that covers a wide range of media and content forms.<\/li>\n\n\n\n<li><strong>ANSI\/ARMA 5-2003, Vital Records Programs &#8211; Identifying, Managing, and Recovering Business-Critical Records<\/strong>: Offers procedures and guidelines for setting up a vital records program as part of a records management initiative.<\/li>\n\n\n\n<li><strong>ANSI\/ARMA TR-01-2002, Records Center Operations<\/strong>: Specifies guidelines and procedures for establishing and running a records centre.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Achieving Compliance with Records Management Standards<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">An organization&#8217;s adherence to important data protection laws is demonstrated by its compliance with appropriate standards. Some examples of these laws include the California Consumer Protection Act and the General Data Protection Regulation (GDPR). Both of these regulations require records officers to take steps to protect personal information from being misused by individuals and organizations. There are several ways to show compliance:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Setting up and managing a records management program, such as one defined by ISO 30301.<\/li>\n\n\n\n<li>Creating and enforcing data protection and records management policies.<\/li>\n\n\n\n<li>Developing records management protocols and performing regular reviews.<\/li>\n\n\n\n<li>Applying records management controls based on the findings from compliance audits.<\/li>\n<\/ul>\n\n\n\n<p class=\"wp-block-paragraph\">Staying compliant is essential because failing to do so may result in fines and other serious consequences.<\/p>\n\n\n\n<h3 class=\"wp-block-heading\"><strong>Types of Record Management<\/strong><\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">To manage records, an organization should establish guidelines and procedures. Key steps include tracking how long to keep records, recording any changes, and getting rid of records when they&#8217;re no longer needed. The methods used depend on the type of record, whether it&#8217;s on paper, digital, or linked to back-office or front-office activities. The risks associated with the rules we need to follow can shift according to the type of records involved and the needs of the organization.<\/p>\n\n\n\n<ol class=\"wp-block-list\">\n<li><strong>Paper and Electronic<\/strong><\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">The difference between paper and electronic records is quite obvious. Many organizations continue to generate new paper records, even though most of their older documents need to be kept for legal or business reasons. Like paper documents, electronic records must also comply with the same regulations and retention guidelines. However, managing paper records involves extra manual processes, such as shredding documents and securely locking cabinets.<\/p>\n\n\n\n<ol start=\"2\" class=\"wp-block-list\">\n<li><strong>Back and Front-Office<\/strong><\/li>\n<\/ol>\n\n\n\n<p class=\"wp-block-paragraph\">Another key difference is between back-office and front-office records. Regardless of the industry, back-office records, such as invoices and receipts, are used to track regular business transactions and must be kept for a specific amount of time due to strict retention rules.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On the other hand, mission records, often known as front-office records, vary from one organization to another and usually contain personally identifiable information (PII) from clients and partners. Examples include marketing strategies, communications with customers, and consumer profiles.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Real-Life Use Cases of Records Management\/Examples of Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Consider an example of a government organization. To modernize its records management system, this agency is focused on digitizing the operations of various relevant organizations while also ensuring the management and protection of national records. To streamline the record management process both within the authority and across 17 different government agencies, they\u2019ve opted to utilize <a href=\"https:\/\/newgensoft.com\/resources\/case-study-records-management-transformation-across-a-national-archives-authority-17-government-agencies\/\">Newgen&#8217;s<\/a> certified electronic document and record management system (EDRMS) products.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Key Challenges Faced by Government Organizations<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Government organizations faced numerous challenges in maintaining records while making sure that different guidelines were followed, including:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li><strong>Data migration challenge: <\/strong>The current data needs to move to a certified system. Also, the moved content must have tagged metadata.<\/li>\n\n\n\n<li><strong>Risk of non-compliance:<\/strong> Government organizations had to ensure that records management followed the set standards and rules.<\/li>\n\n\n\n<li><strong>Single platform to manage both electronic and paper records: <\/strong>Both electronic and paper records need management and archiving.<\/li>\n\n\n\n<li><strong>Low information security:<\/strong> The agencies must safely record and store it to stop unauthorized access. This will help prevent tampering, corruption, leaks, and loss of records.<\/li>\n\n\n\n<li><strong>Lack of control and responsibility<\/strong>: Complex and manual methods of receiving and sending documents made it tough to track and handle records well.<\/li>\n\n\n\n<li><strong>Updating and maintenance of the system<\/strong>: The information about the moved records needed updates to match the new rules on retention schedules.<\/li>\n<\/ul>\n\n\n\n<h2 class=\"wp-block-heading\"><a href=\"https:\/\/newgensoft.com\/resources\/\"><\/a><\/h2>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>How NewgenONE enabled the End-to-End Digital Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">The government body teamed up with Newgen to update and streamline how they handle records. They&#8217;ve gone digital with their record-keeping, thanks to NewgenONE EDRMS solution. These include systems for managing correspondence, records, and documents. Users are now able to capture, modify, and view any type of content, including emails, audio files, photos, and both paper and electronic documents.<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Future of Records Management<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Securing the Future with Smarter Records Management<\/p>\n\n\n\n<h2 class=\"wp-block-heading\"><strong>Bottom Line<\/strong><\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Effective record management is essential for both personal and professional organizations. By adopting records management systems, businesses and individuals can ensure that important information is easily accessible when it\u2019s needed. Moreover, good record management helps organizations stay compliant with relevant laws and regulations while safeguarding vital data from being lost.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Looking ahead, the world of records and information management systems is set to evolve rapidly due to swift technological advancements and changing business requirements. This progress can reduce risks and boost overall efficiency. Therefore, make one right away to make your company stand out. For assistance, get in touch with <a href=\"https:\/\/newgensoft.com\/platform\/records-management\/\">NewgenSoft<\/a> today!<\/p>\n","protected":false},"excerpt":{"rendered":"<p>According to research conducted by IDC, data workers dedicate approximately 30% of their weekly hours to searching for, governing, and preparing data. These numbers are especially challenging when keeping track of records, which are the documents and information that organizations must keep for compliance, regulation, and good management practices. Records management tools and technologies help [&hellip;]<\/p>\n","protected":false},"author":16,"featured_media":2143524701,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[74],"tags":[],"resources-topic":[],"resources-group":[],"class_list":["post-2143524700","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-article"],"acf":[],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v28.5 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>What is Records Management &amp; Its Importance - Newgen Resources (DX++)<\/title>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/newgensoft.com\/resources\/blog\/records-management\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"What is Records Management &amp; Its Importance - Newgen Resources (DX++)\" \/>\n<meta property=\"og:description\" content=\"According to research conducted by IDC, data workers dedicate approximately 30% of their weekly hours to searching for, governing, and preparing data. These numbers are especially challenging when keeping track of records, which are the documents and information that organizations must keep for compliance, regulation, and good management practices. Records management tools and technologies help [&hellip;]\" \/>\n<meta property=\"og:url\" content=\"https:\/\/newgensoft.com\/resources\/blog\/records-management\/\" \/>\n<meta property=\"og:site_name\" content=\"Newgen Resources (DX++)\" \/>\n<meta property=\"article:published_time\" content=\"2025-03-05T00:00:00+00:00\" \/>\n<meta property=\"article:modified_time\" content=\"2026-07-10T06:54:19+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/newgensoft.com\/resources\/wp-content\/uploads\/sites\/6\/2025\/03\/Records-Management-System.jpg\" \/>\n\t<meta property=\"og:image:width\" content=\"1280\" \/>\n\t<meta property=\"og:image:height\" content=\"720\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/jpeg\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"11 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\\\/\\\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\\\/\\\/newgensoft.com\\\/resources\\\/blog\\\/records-management\\\/#article\",\"isPartOf\":{\"@id\":\"https:\\\/\\\/newgensoft.com\\\/resources\\\/blog\\\/records-management\\\/\"},\"author\":{\"name\":\"\",\"@id\":\"\"},\"headline\":\"What is Records Management &amp; 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Its Importance - Newgen Resources (DX++)","robots":{"index":"index","follow":"follow","max-snippet":"max-snippet:-1","max-image-preview":"max-image-preview:large","max-video-preview":"max-video-preview:-1"},"canonical":"https:\/\/newgensoft.com\/resources\/blog\/records-management\/","og_locale":"en_US","og_type":"article","og_title":"What is Records Management &amp; Its Importance - Newgen Resources (DX++)","og_description":"According to research conducted by IDC, data workers dedicate approximately 30% of their weekly hours to searching for, governing, and preparing data. These numbers are especially challenging when keeping track of records, which are the documents and information that organizations must keep for compliance, regulation, and good management practices. 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