Creating Appropriate Records

Introduction

The timely creation, approval and filing of accurate records are essential to ensure accountability and support the business processes of an organisation.

This article provides a number of statements that could be included within a Records Management Policy.

Sample Policy Statements

New records must be created at the time of a decision, meeting, transaction, activity or incident to which they relate, or as soon as possible afterwards.

New records must always be a clear, accurate and full representation of a decision or activity, what was communicated or decided, or what action was taken.

Records should consist of neutral statements of fact; where opinions are expressed they should be accompanied with the supporting reasoning and appropriate context.

Records must not contain disparaging, derogatory, offensive, obscene, profane, threatening or abusive language, particularly with (but not confined to) references to sex, race, religion, national origin, marital status, age, physical or mental disability, medical condition or sexual orientation.

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