In an era where data drives decisions, mismanaged records can lead to chaos, compliance failures, and costly risks. So, who is responsible for records management? The answer lies in understanding the roles and responsibilities that keep records management running smoothly. Effective records management ensures that vital data is organized, accessible, and properly retained or disposed of in line with legal and regulatory requirements.
Who is responsible for records management?
The records manager is responsible for overseeing records management, including the creation, maintenance, storage, and disposal of records, ensuring compliance with legal and regulatory standards, and implementing policies to manage organizational information effectively and securely.
From the topmost levels of management to the frontline employee, records management should be a dual responsibility that is addressed and followed. When creating records, both organizations and their personnel must be held accountable.
Let’s talk in depth to clarify the understanding of the roles and responsibilities that keep records management running smoothly.
1- Records managers
Records managers play a critical role in ensuring effective RM program within an organization. They are responsible for overseeing the creation, maintenance, retrieval, and disposal of records based on a records retention policy.
This includes developing policies and procedures that align with the organizations’ goals which should ensure compliance with legal and regulatory requirements imposed by industry rules or governmental policies in addition to the best suitable implementation of information governance.
In addition to their core responsibilities, records managers must possess strong communication skills. This is essential as they work closely with other departments within the organization, providing guidance and mentorship on records management implementation, enforcing rules and regulations, and addressing critical issues related to records management.
Being effective communicators enables records managers to build relationships, collaborate with others, and foster a culture of accountability and compliance.
In my opinion and based on previous poorly implemented records management program I witnessed in various organizations; the role of a records manager is essential. They can help organizations reduce risks, enhance operational efficiency, and support informed decision-making by ensuring the availability of accurate and up-to-date information.
2- Records users
The second group of stakeholders who are responsible for records management are the users. These users share an equal obligation to the owners in making sure that information is used properly and only shared with authorized personnel to minimize data breaches or compromising sensitive content.
Their responsibility includes adhering to established policies, ensuring proper classification, and safeguarding sensitive information. However, barriers associated with records management, such as lack of training, inconsistent practices, or insufficient tools, can hinder their effectiveness. Overcoming these requires collaboration, clear guidelines, and ongoing support to empower users in contributing to a robust records management system.
3- IT department
The IT department also plays an important role in managing the organization’s infrastructure including hardware, software, network, and databases that store and maintain electronic records.
Records managers and the IT department should work closely to ensure effective management of records within the organization which requires integration of IT systems and processes including data backup and recovery, access control, and security measures to protect against data breaches.
4- Legal department
The legal department plays a crucial role in records management by providing legal advice and guidance on the organization’s policies and regulations. They help records managers to clearly understands the regulatory environment and update them whenever changes are introduced.
They are responsible for identifying risks related to improper record retention, disposal, or disclosure, which could lead to legal disputes, fines, or reputational damage. By providing guidance on retention schedules, privacy requirements, and litigation readiness, the Legal department helps mitigate these risks and ensures the organization’s RM practices align with legal obligations, safeguarding the organization from potential liabilities.
Conclusion
The responsibility of an effective implementation of records management is shared among several parties in the organizations that should work together to provide the best possible experience to reduce risks and increase efficiencies.