What is record keeping? The answer is that it is the process by which information is kept and controlled in order to allow access to it when needed, as well as to allow correction of mistakes and redundancy when it is unavoidable. Even today, in some areas where records are being maintained as a part of a civil or criminal litigation, what is the record keeping is an integral part of the procedure. Whether records are kept in digital or analog form depends upon the requirements of the particular area. What is record keeping is also used as a means of ensuring that information provided by any source, including governmental agencies, is reliable and has a degree of trustworthiness.
A simple definition would be “the process of collecting and keeping systematic records.” Records management, more commonly known as document management and documentation management, is an administrative function dedicated to the systematic documentation of data in an organization during its life cycle, starting from the time of collection or receipt of information to its ultimate disposal. It is one of the key managerial functions that are considered as core organizational activities. Records management also involves the physical storage and safekeeping of the records, as well as the access and review of the records.
The purpose of documentation is to provide enough information for decision-makers at the various levels of an organization to act appropriately. Decision-makers in an organization may be people who make important decisions in order to advance the interests of the organization. Other decision-makers may be managers who are responsible for implementing policies and procedures related to business or certain industries. Or, there may be other people such as shareholders who decide about the allocation of resources within an organization. Regardless of the decision-makers, all of them need to be made aware of the activities related to the organization at all times.
What does it consist of?
Record keeping, also called data management and document management, is an administrative function devoted to the proper management of data in an organization during its life cycle, starting from its creation or receipt until its disposal or destruction. This process may be conducted by one or more persons, depending on the nature and extent of the task involved. It can involve a small number of people, the so-called office records keeper, or it may require the presence of a group of specialized personnel such as legal assistants, accountants, auditors, and the like. At any stage of the life cycle of an institution, records must be maintained and accurate in order to accurately reconstruct the events that transpired and to identify patterns that may indicate fraud and falsification. It is important to note that even today the term “records” is used to describe information or data which have been recorded, stored, monitored, stored electronically, produced, stored or transmitted for any purpose.
Records management is thus a continuous process, one that continues even after the organization has reached its goals or objectives. In keeping the records, there are various approaches that can be taken. Manual practices are often considered the best since they are economical and time-efficient. However, these practices create unnecessary data errors and are very cumbersome. Moreover, they require personnel who have knowledge and skill in keeping the records, as well as special computer programs and software.
On the other hand, there are systems that make use of modern technology, particularly computers and the internet, to keep the records of the organization. Electronic files, which can be retrieved using keywords, are very convenient and easy to work with. These records can include financial information, accounting information and human resource information, among others. These electronic files, or E Records, can be searched using keywords, making the whole process automated, thereby greatly reducing manual effort and eliminating errors.
Computerized records, on the other hand, are much more efficient and less time-consuming than manual records. They can hold enormous amounts of information, as well as being updated automatically. This allows you to quickly look up information that you need without having to go through the various records stored in different places within the organization. Electronic records can also be transmitted easily over the internet, through email, or through a network.
Today, it is common for most businesses to keep track of the following: financial records, accounting records, human resource records, sales information, property information, and legal and regulatory compliance requirements. What is record keeping, after all, if not the integration of all these important pieces of information into one place? And this is where electronic files shine. With the aid of computer programs and the internet, record keeping now takes care of everything for you.
One of the biggest advantages that electronic files offer over what is record keeping is the ability to retrieve data and information whenever you need it. With the advent of web-based software, it has become much easier and convenient to access records whenever you need them. For instance, if your office wants to know more about its customers, it does not take too much time or effort to request customer information from one of the electronic files. In fact, this can all be done in a matter of minutes, or at the very least, quickly. Electronic files thus save time and effort and allow you to access information you need in the shortest possible time.
Another advantage offered by electronic files is their ability to be shared. In the past, what is the record keeping meant sending paper print out records to every office in the company. However, with the advent of the internet, you are given the opportunity to share your records with just a few clicks. What is more, you can easily send files to other people, or you can even share ideas and concepts with other like-minded individuals through electronic files as well.