recordsbeheer

Recordsbeheer, or records management, is the systematic control of an organization's records throughout their creation, capture, organisation, use, preservation and disposal to ensure accessibility, authenticity, reliability and long-term usability. It applies to both physical and digital records and spans administrative, financial, legal, operational and historical materials.

Key concepts include records lifecycle, classification and metadata, retention schedules, appraisal, access controls, and migration and preservation strategies. Retention schedules specify how long records must be kept and when they should be destroyed or archived. Appraisal determines whether a record has ongoing value or can be disposed. Classification schemes and metadata improve searchability and traceability.

Standards and frameworks: International standards such as ISO 15489 Information and documentation – Records management, and ISO 16175 series guide the creation and management of records in electronic systems. Organizations may also follow national or sector-specific regulations, including privacy laws (for example GDPR/AVG) and archiving requirements that apply to public bodies. Compliance involves audit trails, authenticity controls, and secure disposal.

Practices and technologies: Organisations use electronic records management systems (ERMS) or integrated information governance platforms to capture, classify, store, retrieve, and preserve records. Digital preservation may involve format migration, checksums, persistent identifiers, and regular integrity checks to prevent loss of access over time.

Roles and governance: A records manager or information governance lead oversees policy, standards, and training, with collaboration across legal, IT, and business units. Clear ownership, access rights, and documentation support accountability and regulatory compliance.

Benefits and challenges: Effective recordsbeheer improves efficiency, accountability, risk management, and institutional memory, while challenges include data growth, inconsistent metadata, poor classification, privacy considerations, and maintaining accessibility across technological change.