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Create and Capture - Guidelines on better
recordkeeping
Section 1 - Introduction
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1.5 What does
it mean to ‘capture’ a record? |
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| ‘Capturing’ is the process of
incorporating a record within an organisational records system and
is a vital part of their management. |
To function as good evidence over time, records should be managed in official
records systems. Such systems maintain and demonstrate the connection between
a record and the business it documents. Examples of official records systems
include paper-based filing systems, electronic records management systems
and business systems that manage records. Capturing records involves registering
paper documents and attaching them to appropriate files, registering electronic
documents and linking them to virtual files and using business systems to
record transactions.
Records capture helps to ensure that records are:
- Accessible to all who require them, subject to any restrictions that
may apply
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Controlled and managed in accordance with policy and procedures
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Secured against tampering, unauthorised access or unlawful deletion,
and
- Disposed of promptly in accordance with legal authority.
Where possible, records capture should be a routine part of doing business
and integrated into standard business processes. The failure to capture
records in official systems leads to personal stores of records that often
remain uncontrolled, unmanaged and inaccessible to others who may need
them.
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