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IRM – A STRATEGIC MECHANISM TO ORGANIZE DATA

Jordan Richards November 15th, 2022 Uncategorized Post a comment


IRM – A STRATEGIC MECHANISM TO ORGANIZE DATA

The business of managing information and records is an essential tenet of
contemporary business best practices. It forms a core component of the
organizational framework of most multinational agencies, sometimes acting as the
rate-limiting factor for innovation and development. Understanding why it is so
important starts first with understanding what it entails.

Per the Association of Record Managers and Administrators, information and
records management is ‘the field of management responsible for establishing and
implementing policies, systems, and procedures to capture, create, access,
distribute, use, store, secure, retrieve, and ensure disposition of an
organization’s records and information.’

Put simply, information and records management enshrines everything that allows
for the efficient capture, utilization, and disposal of information through the
course of its life cycle.


Figure 1.1. Physical Record Process

Access to information and the ability to manipulate it efficiently provides a
privileged and pristine perspective. This singular fact emphasizes why
competence in information and records management is a critical requirement for
any enterprise looking to both sustain competitive advantage and comply with
legal and regulatory standards.

 Keynotes

The concept of information in this context is extensive, encompassing physical,
electronic, and other iterations of the former. Among these various classes in
which information can exist, there is no hierarchy or segregation, meaning that
regardless of the form of storage and presentation, all information is treated
equally.

Note also that while document management (the derivative of information
management prevalent in most organizations today) bears marked similarities to
information management since it too bothers on the capture, storage,
modification, and sharing of data, it should not be confused with the latter.

In addition to capturing and manipulating data, the ideal information management
protocol also seeks to make data storage efficient, data retrieval seamless and
data disposal traceless.

Document management merely centers on collecting and sharing information in an
organizational setting.

So, in a way, you could say information and record management is a step up from
traditional document management, and while it indeed takes this charge a step
further, it’s also important to realize that both act on the same substrate –
information and records (presented as documents in document management).


IS EVERYTHING A DOCUMENT

What is a document? Contemporary definitions would describe documents in an
organizational setting as company-related information outlined in a presentable
format. Documents in this setting are usually created when there is a need to
establish a plan, a roadmap, or initiate a process that would eventually
culminate in completing company-related goals or objectives.

Figure 1.2 Document versus Record


Figure 1.2 Document versus Record

Basically, anything presented in a format that can be comprehended (and shared)
for the furtherance of recognizable goals can be categorized as a document.

This definition is, of course, quite distinct from what we would call a record.
A record is a document that is created when something (like achieving an
objective) is actually done. Records are meant to be unalterable, evidential
information that remains consistent through the course of their lifecycles.

The key distinguishing factor of a record from a document is the fact that
records are meant to be retained; documents are intended to be maintained. In
the institutionalized setting in which they are created, records are backed by
set rules and enforceable actions, all determined by policy.  

Figure 1. Documents and Records difference according to ISO/CD 30300:2010 –
Management System for Records


Figure 1.3. Documents and Records difference according to ISO/CD 30300:2010 –
Management System for Records

Documents, on the other hand, evolve over time, incorporating new bits of
valuable information and excising those, which fall surplus to the going
requirements for completing the objective that mandated their creation.

Historically, documents are known to originate primarily in the planning phase
of the iterative 4-step Plan, Do, Check, and Act (PCDA) method of management
used in traditional business settings. That is to say; they are usually created
when something is about to be done. The key takeaway here is that information
that is merely stored does not meet the statutory definition of a document in a
business setting, even if it is essentially retrievable and disposable.

To be a document, it must contain information that propagates the furtherance of
a defined organizational goal or objective. With this in mind, is a photo of
your cat or a Microsoft Word document of an invite to a child party a document?
Probably not.

A list of product suppliers of a product, however, ticks all the checkboxes of
being a document since it is information that would prove relevant when that
organization is attempting to purchase the product. Note that this supplier list
is a document an organization would typically draft up when it’s attempting
(planning) to make a purchase, resonating with the earlier assertion that
documents mostly come up in the planning phase of the PDCA cycle.



The ISO 9001:2015 further describes documents/records or more appropriately
documented information as ‘information that must be controlled and maintained.’

Controlling and maintaining information, however, goes past merely curating just
the information; it mandates that enterprises must proactively manage the media
through which the information is delivered. Controlling and maintaining where
information stored and how it is shared ensures that the final condition, which
classes information and record management above document management – the
ability to seamlessly store, retrieve and dispose of data – is met.

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IRM – A STRATEGIC MECHANISM TO ORGANIZE DATA
POST A COMMENT | POSTED BY JORDAN RICHARDS, NOVEMBER 15TH, 2022

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RECENT POSTS

 * 15-11-2022 IRM – a strategic mechanism to organize data
 * 07-11-2022 Why do we need information and record management?
 * 07-06-2022 IRM – a strategic mechanism to organize data
 * 12-09-2020 Information and Records Management : Fundamentals to Document
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