Our quick guide to records management.
What is a record?
Records are documents, in any form or format, that are needed by °×С½ãÂÛ̳ because of the information they contain and the evidence they provide of °×С½ãÂÛ̳'s activities. Information that fits this description should be filed as part of °×С½ãÂÛ̳'s records management system.
Why should I manage my records?
To ensure the right record is available, to the right person, at the right time, at the least possible cost.
What should I file?
You should file any document that is important to you in your work for °×С½ãÂÛ̳, for example:
- The final version of a letter, presentation, report, spreadsheet etc.
- Non-routine emails
- Minutes of meetings if you are the secretary
- Documents you need to keep for legal reasons.
What should I do with information I am not sure about?
There will be times when you will need to exercise your judgement on whether or not you should file something. Ask yourself: would I or somebody else need this information in the future in order to understand properly the work to which it relates?
If the answer is 'yes', you should file it; if 'no', do not.
What should I not file?
Information that is of no continuing value to °×С½ãÂÛ̳'s work, for example:
- Working drafts, duplicates, junk mail, newsletters, notices, trade literature
- Personal or local copies of records that are filed elsewhere
- Routine emails such as invitations to meetings or acknowledgements
Where should I file information?
- If paper, attach it to the file relating to that subject or case with the most recent document at the front
- If electronic (including email), save to the folder on the appropriate shared drive.
When should I close a file / folder?
To manage your records logically, you will need to close files and folders at certain points. Generally, you should close them:
- After a certain time period: five years for paper files, one year for electronic folders
- When the business to which the file or folder relates has been completed
- When a paper file becomes bulky and unwieldy - open a new part.