Issues In Record Management

Records inventory is “a fact-finding survey that identifies and describes records maintained by all or part of an organization.” (Saffady, 37) This records management activity is one that is extremely important when an organization is in the process of creating a records management plan. By determining the amount of records and what sort of types/formats that are found in, a records manager can propose retention schedules for individual divisions within the organization. This is an on-going process, with the records manager working diligently with managers of individual divisions during the inventory process and when retention schedules have been created, it is up to these individuals to ensure that the division they are in implements and accurately

They can determine how smoothly a process goes, how easily inventory can be done and determine whether or not an organization is operating in its legal parameters. When these issues are not addressed with promptly, more problems may occur and the work environment can change drastically. The change in the workplace environment plays a large role in this. In the case of conflict, not dealing with the problem can send different messages. Those who are causing the problem may continue to do so, either unknowing that it is not appropriate or purposefully. This can heavily impact those who are trying to do the work accurately and within guidelines and leave room for error in the records management process. These issues can also create more conflict between workers, managers or other staff, thus making the workplace one with poor communication which can impact the records inventory process when trying to determine what sorts of records different departments have as well as impact the communication process of the records management policies, surveys or interviews taking place as part of the inventory and analysis

As the records manager, these issues can cause undue stress on one’s self or on the inventory process. It can make the records manager feel like they are unnecessary in the company and the goals that they are working towards are irrelevant. While working to avoid these forms of conflict between others within the organization, while promoting and working towards a successful records management implementation, it is also important to ensure that the records managers themselves do not let the negativity of human emotion and issues get to them. Daum describes it perfectly when she writes “Namely, avoid falling prey to negative and destructive emotions about your own work in records management.” (Daum, 34). Throughout the process, it is important to ensure that the work being done remains in a positive light and as the records manager, seeing the benefits of the work that is being accomplished by the inventory and analysis task. Besides remaining, positive about the records management operations at hand, there are a few other things that the records manager can do to ensure that the process continues smoothly and efficiently with little impact form human issues. The first is to be open-minded and willing to listen to those who are providing information. By being present and ready to help in any way, these individuals may feel more comfortable in approaching the records manager with questions