Recordkeeping

Recordkeeping is the systematic creation, capture, organization, maintenance, and use of records that document the activities, decisions, and transactions of individuals, organizations, or governments. It encompasses both physical and electronic records and applies to documents, emails, databases, images, audio and video files, and other information assets. Effective recordkeeping supports operational efficiency, accountability, governance, compliance with legal requirements, and the preservation of institutional memory.

The recordkeeping lifecycle includes creation or receipt, capture, classification and indexing, storage, retrieval, usage, retention, and eventual disposition. Metadata and controlled vocabularies enable reliable search and authentic rendering of records, while preservatives and format migrations address obsolescence.

Retention schedules specify how long records must be kept and when they should be destroyed or archived, reflecting legal, regulatory, fiscal, and business considerations. Security and privacy measures protect sensitive information, and access controls preserve confidentiality and integrity. Digital records require appropriate technology such as content management systems, backups, version control, and disaster recovery planning.

Governance structures assign roles such as records manager, information governance officer, and custodians; policies and training support consistent practices. Audits and risks assessments help ensure compliance and continuous improvement.

Standards and frameworks, including ISO 15489 for records management and related guidelines, promote interoperability and best practices across sectors. Organizations distinguish vital or essential records from routine or ephemeral ones and implement formal disposition processes.