Developing a Records Management Policy

Records Management Policy

Policies and procedures set the standard for a compliant records management system. They should include the management of all records and media types, including email. Your company may have separate policies for records retention, active files, unused files, emails, and several other areas of information management.

Records management is defined as a field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, distribution, storage and disposal of records.

The purpose of this Records Management Policy is to ensure the creation, management, retention and destruction of records result in complete, usable and reliable records, which are capable of supporting the organization’s functions and activities and which ensure accountability for as long as is required.

A good Records Management Policy must give impetus to the following fields;

  1. Introduction
  2. Policy and legal Framework
  3. Policy Framework: Purpose, Policy Statement, Scope, Policy Objective
  4. Define Various Programs: Records management, Mail Management, Electronic Records, Vital Records
  5. Status of Various other inhouse policies that link with records management policy
  6. Implementation
  7. Staff Guidance
  8. Responsibilities
  9. Review of the Policy
  10. Index: Definitions etc

See this Draft National Policy on Records management Here

Author: Simon Gichuki

If you don't find me drawing proposals to streamline records for organizations, or setting them to digitize, you'll find me developing structured programs to empower records and information professionals. I head the team at Records & Information Management East Africa, which also includes My email is I probably reply to may emails faster than it takes Arsenal to score a goal.

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