Records Management Practices in Archival Systems

Records management in archival systems refers to the policies, procedures and technologies employed to create, classify, preserve and provide access to records of enduring value. It spans the entire records lifecycle—from creation or receipt through appraisal, retention and eventual disposition or transfer to archival custody. Core practices include the development of classification schemes and metadata standards to ensure discoverability, the appraisal of records for historical and evidential value, and the implementation of preservation strategies for both paper and digital formats. Contemporary challenges encompass the integration of electronic records management with traditional archives, ensuring regulatory compliance and maintaining the integrity and authenticity of records in the face of evolving technologies. Effective systems underpin governance, support organisational transparency and risk mitigation, and safeguard cultural heritage across sectors ranging from healthcare and public administration to corporate and academic institutions.

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Records Management Practices in Archival Systems publication trend

The graph below shows the total number of articles in records management practices in archival systems across all publications each year (not limited to Nature Index journals).

Technical terms

Appraisal: The process of evaluating records to determine their long-term value for retention or disposal.

Metadata: Structured information describing the characteristics, context and provenance of records to support discovery and management.

Digital preservation: Strategies and actions ensuring the continued accessibility, usability and authenticity of digital records over time.

Records continuum model: A conceptual framework emphasising the ongoing, integrated management of records from creation through to archival use.

References

1. The role of medical records in the provision of public healthcare services in the Limpopo province of South Africa. South African Journal of Information Management (2017).
2. Disembodied archives: The disconnectedness of records and archives management practices within the Pietermaritzburg Cluster of Theological Libraries, KwaZulu-Natal, South Africa. Verbum et Ecclesia (2015).
3. Investigating electronic records management and compliance with regulatory requirements in a South African university. South African Journal of Information Management (2009).