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This critical information is contained in the organizations' business records. It has not always been easy to describe what "good recordkeeping" looks like. Yet, this question gains in importance as regulators, shareholders, and customers are increasingly concerned about the business practices of organizations.
Records may be covered by access controls to regulate who can access them and under what circumstances. Physical controls may be used to keep confidential records secure – personnel files, for instance, which hold sensitive personal data, may be held in a locked cabinet with a control log to track access.
Typically, systems consider a document or file to be a work-in-progress until it has undergone review, approval, lock-down, and (potentially) publication, where it will wait to be used. The version of the form that is saved containing user content will become a formal record within the organization .
ISO 15489 Information and documentation—Records management is an international standard for the management of business records, consisting of two (2) parts: Part 1: Concepts and principles and Part 2: Guidelines. [1]
The cornerstone of digital preservation, "data integrity" refers to the assurance that the data is "complete and unaltered in all essential respects"; a program designed to maintain integrity aims to "ensure data is recorded exactly as intended, and upon later retrieval, ensure the data is the same as it was when it was originally recorded".
Retention schedules are an important aspect of records management. Many organizations are subject to rules and regulations (at the local, state or federal level) that govern for how long they are required to keep records before they can safely dispose of them.