Developing a Records Management Programme

Citation

Nurcombe, V.J. (1998), "Developing a Records Management Programme", Library Review, Vol. 47 No. 7, pp. 363-368. https://doi.org/10.1108/lr.1998.47.7.363.3

This series of “short practical guides” covers a wide range of topics and this guide explains clearly and simply a very complex and wide‐ranging area. All in the information profession have a concern with records of some form or other and this guide starts by defining the development of the concept of records management and the current practices. The life‐cycle concept and the types of record series are defined with a literature review for further information. The organisational use of the records is examined and the various classes of records related to their purpose and value. Electronic records are not forgotten although the problems which they create are recognised also.

The elements of a programme are defined and the arguments for its establishment rehearsed. The life‐cycle “framework” gives a clear way forward in establishing a programme which is then backed‐up with clear lists on how to tackle a records audit, the information to take and the ways of conducting it. Following from the audit it is necessary to establish the retention schedule, identifying what should be kept, relocated and secured from accidental destruction. The main principles are listed, including the justification which can be used when working with the originators. Legal requirements are covered and examples of appropriate forms are illustrated. Having covered the process itself, the guide then extends to present marketing ideas for the records policy, and to cover the training and education required and available.

Each section is tackled in a concise style to provide not just explanatory text but also checklists of the questions to ask and points to raise. This includes disaster planning and recovery. In each instance the references are comprehensive but confined to the most apposite, current and useful. It is not necessary to pick through multitudes of items in order to select the most appropriate to take your knowledge forward when the job is in hand. The whole is complemented by a glossary of terms and an address list of professional associations in the UK giving not only address and telephone/fax numbers but also their e‐mail and Internet locators. This is rounded off by an annotated bibliography, not repeating the references but describing the main journals likely to be useful, the standards appropriate when it was compiled and the list servers which offer Internet discussion groups. Overall this is a well‐presented, concise and useful guide for all, even the experienced records manager, as it focuses the process and provides insight into the basics.