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Records management (RM), also known as the records and information management or RIM, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records.〔(【引用サイトリンク】 Glossary of Records and Information Management Terms, 3rd Edition )〕 The purpose of records management is part of an organization's broader function of Governance, Risk, and Compliance (or "GRC") and is primarily concerned with the managing the evidence of an organization's activities as well as the reduction or mitigation of risk associated with It. An organization's records preserve its corporate memory. In determining how long to retain records, their capacity for re-use is important. Many are simply kept as evidence of a transaction. Others document what happened and why. 〔Kenneth Megill has written on corporate memory and records management. Kenneth Megill, Corporate Memory: Records and Information Management in the Knowledge Age. 2nd Edition. Munich: K.G. Saur/Thomson (2005)〕 A record is something that represents ''proof of existence'' and that can be used to recreate or prove state of existence, regardless of medium or characteristics. A record is either created or received by an organization in pursuance of or in compliance with legal obligations, or in the transaction of business. Records can be either tangible objects, such as paper documents like birth certificates, driver's licenses, and physical medical x-rays, or digital information, such as electronic office documents, data in application databases, web site content, and electronic mail (email). ==Key records management terminology== Not all documents are records. A ''record'' is a document consciously retained as evidence of an action. Records management systems generally distinguish between records and non-records (convenience copies, rough drafts, duplicates), which do not need formal management. Many systems, especially for electronic records, require documents to be formally ''declared as a record'' so they can be managed. Once declared, a record cannot be changed and can only be disposed of within the rules of the system. 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. Digital records systems may include role-based access controls, allowing permissions (to view, change and/or delete) to be allocated to staff depending on their role in the organisation. An ''audit trail'' showing all access and changes can be maintained to ensure the integrity of the records. Just as the records of the organization come in a variety of formats, the storage of records can vary throughout the organization. File maintenance may be carried out by the owner, designee, a records repository, or clerk. Records may be managed in a centralized location, such as a records center or repository, or the control of records may be decentralized across various departments and locations within the entity. Records may be formally and discretely identified by coding and housed in folders specifically designed for optimum protection and storage capacity, or they may be casually identified and filed with no apparent indexing. Organizations that manage records casually find it difficult to access and retrieve information when needed. The inefficiency of filing maintenance and storage systems can prove to be costly in terms of wasted space and resources expended searching for records. An ''inactive record'' is a record that is no longer needed to conduct current business but is being preserved until it meets the end of its retention period, such as when a project ends, a product line is retired, or the end of a fiscal reporting period is reached. These records may hold business, legal, fiscal, or historical value for the entity in the future and, therefore, are required to be maintained for a short or permanent duration. Records are managed according to the retention schedule. Once the life of a record has been satisfied according to its predetermined period and there are no legal holds pending, it is authorized for final disposition, which may include destruction, transfer, or permanent preservation. A ''disaster recovery plan'' is a written and approved course of action to take after a disaster strikes that details how an organization will restore critical business functions and reclaim damaged or threatened records. An ''active record'' is a record needed to perform current operations, subject to frequent use, and usually located near the user. In the past, 'records management' was sometimes used to refer only to the management of records which were no longer in everyday use but still needed to be kept - 'semi-current' or 'inactive' records, often stored in basements or offsite. More modern usage tends to refer to the entire 'lifecycle' of records - from the point of creation right through until their eventual disposal. The ISO 15489-1: 2001 standard ("ISO 15489-1:2001") defines ''records management'' as "() field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records". The ISO 15489-1:2001 defines ''records'' as "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business".〔 While there are many purposes of and benefits to records management, as both these definitions highlight, a key feature of records is their ability to serve as evidence of an event. Proper records management can help preserve this feature of records. It should be noted that the format and media of records is generally irrelevant for the purposes of records management from the perspective that records must be identified and managed, regardless of their form. The ISO considers management of both physical and electronic records.〔 Also, section DL1.105 of the United States Department of Defense standard DoD 5015.02-STD (2007) defines Records Management as "''the planning, controlling, directing, organizing, training, promoting, and other managerial activities involving the life cycle of information, including creation, maintenance (use, storage, retrieval), and disposal, regardless of media.''" 抄文引用元・出典: フリー百科事典『 ウィキペディア（Wikipedia）』 ■ウィキペディアで「Records management」の詳細全文を読む スポンサード リンク
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