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Records Management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. A record can be a tangible paper object or it can be in digital or electronic format. Records management addresses the four phases of the life cycle of records:
- Creation or receipt of a document or communication that meets the criteria of being a record.
- General usage and maintenance of a record.
- Retention based on approved records retention/disposition schedule.
- Disposition - destroy or transfer for archival preservation according to approved records retention/disposition schedule.
All City of Madison employees have responsibilities and requirements for managing public records.
- Contributes to the smooth operation of your agency's programs by making the information needed for decision-making and operations readily available.
- Helps deliver services in a consistent and equitable manner.
- Facilitates effective performance of activities throughout an agency.
- Protects the rights of the agency, its employees, and its customers.
- Provides continuity in the event of a disaster.
- Protects records from inappropriate and unauthorized access.
- Meets statutory and regulatory requirements including archival, audit, and oversight activities.
- Provides protection and support in litigation.
- Improves office efficiency and productivity.
- Supports and documents historical and other research.
- Frees up office space by moving inactive physical records to storage facilities.
- Frees up server space by getting rid of ROT - redundant, outdated, or trivial files and documents.