A record contains information. A record in an organization can be a document, book, paper, photograph, map, sound recording or other material, regardless of physical form or characteristics made or received pursuant to law or in connection with the transaction of official business. To maintain records requires space. To dig into those piles of record could be difficult specially if the records date back to number of years. Maintenance of the records should also be made often to ensure that records are kept in tact. It should be noted that there is a purpose for keeping those records and at same time has value to an organization.
In the age of digital information, there is a technique used to capture, store, preserve and deliver content and documents and content related to organizational processes. This technology is called as Enterprise Content Management (ECM). The new technology has tools and strategies which allow management of an
organization’s unstructured information, wherever that information exists.
ECM combines wide variety of technologies and components, some of which can be used as stand-alone systems without being incorporated into an enterprise-wide system. The ECM model as defined by AIIM (Association for Information and Image Management), the worldwide association for enterprise content management has five components namely capture, manage, store, preserve and deliver. It is under the Manage component that record management connects to Capture, Store, Deliver and Preserve. Records Management under ECM takes care of information which will no longer be changed. It does the pure administration of records, vital information and data that companies are required to archive.
The implementation of ECM tools and strategies in your organization’s records would eliminate the hassle of locating records and determine records that need to be retained or deleted.