Getting Started

Know what you have got

The best way to find out is to conduct an audit – list the types of records and their storage medium (paper, film/ fiche, electronic, etc), their subject matter and anything else you need to know to get a good overview.

Know how much you have got

Make an inventory of quantities and volumes. – How much space do the records in each category occupy, and what type of equipment is used to store them?

Know where it is kept

Check all possible storage spaces – start with o offices (check desks and cupboards), and work outwards to shared and more remote areas (include off-site stores if applicable).

Know why it is being kept

If the person holding it cannot justify the need to keep it, they ought not to keep it. More than one person may be holding the same information. You may nd things that others need to know about.

Know how long it is being kept for

Aim to minimise the retention period. Con rm the legal, regulatory, and business requirements (see the sample Retention Schedule at the back of this booklet) and check that they are being applied. Dispose of con dential material

securely by shredding and then recycling.

Know what to do about it

Publish a policy and guideline, so that everyone is clear about the rules to follow. Then arrange to monitor their compliance – colleagues, supervisors, managers and auditors all have roles to play in this.

Know MORE

Make use of the information you have. Share it whenever possible – Records Management facilitates Information and Knowledge Management; and all three are enabled by Information Technology .

STRENGTH YOU CAN COUNT ON™