There are certain episodes in our lives that we have to find a document to get some important details, but unfortunately difficult to retrieve it. Knowing about records management can help avoid this kind of scenario and may provide a systematic approach in using software, classifying files and its level of importance. It highly protects the information and minimizes the risk of spreading out of document to unauthorized people.
Restricted document refers to authorize persons are allowed to access the information and if disclosed, lost and abused, it may have serious impact to the organization or a person. It is highly protected and must be held in private and may not be shared without explicit management authorization. Some examples of restricted files are clinic medical database, payroll or personnel records, financial information, and any government data regulated to be treated as confidential or legal reports.
Sensitive document deals with information that requires less control compared to restricted data however, these details should be guarded due to proprietary, ethical or privacy considerations. Some information can be requested and will undergo a stringent approval process. Samples of sensitive documents are electronic signature, point of sale transactions, ethnicity, access passwords, personal information, board meeting decision and more.
Public data is made generally available to anyone without specific approval requirement and may not cause harm or damage to a person or an organization. It may also refer to any data that is not falling under restricted and sensitive categories.
There are companies who provide integrated data management systems which handles organizing and sorting out both paper and electronic information. A software program has custom numbering schemes and classification can be created as well as security access control. It also offers to support almost all formats of an electronic file from word, adobe pdf, email outlook and other Microsoft office formats.
Security administrator protects the records by granting system log in to the right person and providing access permission in accordance to classification of files that an individual is allowed to display. The database custodian helps in reviewing compliance and retention plans of a record. These information databases has keeping time duration and once reached they may be destroyed or disposed properly according to government regulations.
Records management can improve an individual productivity in retrieving information quickly at all times. The system creates a sharing of information functionality and better access to details improves the capability of an individual to make decision fast. It also supports business continuity plan making the business running even in the times of a calamity.