The importance of a compliant record management process
Information and records are key strategic assets at the core of any business. Effective information management helps organisations to have meaningful, reliable and usable information available when their business needs it to enable effective and efficient business operations.
It is important that all organisations take accountability for the information and data they collect (whether it be generated from customers or through internal processes) and should establish processes that manage information and records securely, efficiently and systematically. A records management policy should set down the minimum level of compliance for information management best practice.
With information formats and storage options constantly changing and regulatory legislation and standards specific to various industry segments continuing to expand, it is becoming increasingly more important for businesses to implement structured information management processes and procedures.
Most importantly an information governance program formalises intentions for information management and therefore decreases the level of risk.
The Generally Accepted Recordkeeping Principles® (Principles) constitute a generally accepted global standard that identifies the critical hallmarks and a high-level framework of good practices for information governance. Published by ARMA International, the Principles were developed to provide organisations with a standard of conduct for governing information. ARMA International is a not-for-profit professional association for records and information managers and related industry practitioners and vendors.
Principle of Accountability
Principle of Transparency
Principle of Integrity
Principle of Protection
Principle of Compliance
Principle of Availability
Principle of Retention
Principle of Disposition
Information governance for the New Zealand public sector
Archives New Zealand, Te Rua Mahara o te Kāwanatanga is the official guardian of New Zealand’s public archives.
Archives New Zealand provides an extensive Records Toolkit for guidance on information and records management for the New Zealand public sector.
Local government information management
ALGIM (Association of Local Government Information Management) provides professional development and thought leadership across a range of local government professions. ALGIM offers the following resources:
- The ALGIM Information Management Toolkit is a set of online tools and resources designed specifically for local authorities to help with the effective and efficient management of information.
- The ALGIM Information Management Health Checks are carried out by ALGIM’s resident information management expert, and examine the information management systems and practices a council may be using, to let you know what’s working well and what could be improved.