Records Management Systems

Records management systems are made to provide for the creation, maintenance, and organization of a company’s records. To understand records management systems, one must first comprehend the difference between a record and a document. Though a record is a type of document, it is different because it provides evidence of an organization’s activities. Essentially, records are often financial in nature, while basic documents are often more informational.

There are regulations for records kept in a digital format. However, such regulations may vary depending on the particular government or jurisdiction. First, a common regulation calls for the archiving of records using unalterable media. A CD or DVD is generally acceptable for this purpose. Next, controls and audit trails must be incorporated in record management systems. Documentation that explains how the system’s electronic software works is also required.

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