The archival management process is challenging for several reasons. This includes the need to manage records in different formats, maintain them securely and safely, to store them in a way that is accessible. Earlier, maintaining all these records was a bit easy as it was all physical records. As technology has advanced, the transformation of physical records into electronic records, only original electronic records and more has made archival management more challenging.
Relax! You should be clear about before using an archival management system is the difference between electronic records and physical records. Let’s get started. But first, focus on the keyword here ‘Records’.
What are the Records?
Records are the backbone of any archive. They are the records that provide a historical context to a given topic and allow us to understand what is happening in the present. Records contain information about past events. It can be any form of documentation that is created and stored by an organization or government. Records may include transcripts, speeches, sound recordings, biography, memos, photographs, drafts, letters, financial reports, meeting minutes, contracts, medical records and more.
According to the ISO, Records are documents that are created, received, and maintained by an agency, organization, or individual in accordance with legal obligations or business needs.
Good records have certain characteristics:
- They must be original
- Relevant to the period
- Have complete and accurate information about what happened during that period.
- Easily accessible for future generations who may need it for research purposes.
- Stored in safe conditions