Knowra Records management Records management Records management is the systematic control of records from creation through use, retention, and final disposition. It preserves reliable evidence of activities while meeting operational, legal, and accountability needs.
Records lifecycle : The stages a record passes through from creation or receipt to final disposition. Records management applies controls across these stages rather than treating storage as its endpoint.
Record (document) : Information created, received, and maintained as evidence or an asset by an organization or person. Records management distinguishes records from other information by their evidential or business value.
Electronic records management system : Software that captures, classifies, controls, retrieves, and disposes of electronic records. It automates many controls that records management requires for digital material.
Archives : Records and other materials preserved permanently for their enduring evidential, legal, or historical value. Records management covers active and inactive records, while archival care focuses on enduring preservation.
File plan : A structured scheme that organizes records into categories for classification, retrieval, retention, and disposition. It translates an organization’s activities into a usable arrangement for its records.
Records continuum model : A model in which records are created, captured, organized, and used across intersecting dimensions rather than sequential stages. It challenges the assumption that records management and archival care are separate lifecycle phases.
Document management system : Software for storing, organizing, versioning, and collaborating on documents. It may manage working documents without enforcing the evidential controls required for records.
Knowledge management : The practices and systems used to create, share, retain, and apply organizational knowledge. Knowledge management emphasizes learning and reuse; records management emphasizes reliable evidence and control.
Metadata : Structured information describing the context, content, structure, or management of a resource. Metadata identifies records and preserves the context needed to interpret and retrieve them.
Business process : A connected set of activities through which an organization produces a service, product, or outcome. Records arise from business processes, so controls work best when embedded in them.
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