For effective records management, first of all, record keeping must be proper and accurate. The following points must be kept in mind about record keeping:
Tips
1. Justification:
The purpose of keeping and maintaining records must be justified. The records must, therefore, be examined thoroughly in the light of the ‘principle of purpose’ and all useless records must not be preserved at all, as they increase the storing cost alarmingly.
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2. Verification:
Records must be subject to verification. Non-verifiable records, papers, files and documents will not be useful and they provide no evidence in the court of law.
3. Classification:
Records must be properly classified so that they are useful to the management. Without proper segmentation, records cannot serve any effective purpose.
Bringing together in one place all the information available on any particular question, avoids a waste of time in an extended search for facts and data.
4. Availability of Required Information:
The Very purpose of maintaining records will be defeated if the desired information is not easily available. Records must be kept in such a form, type and shape so that they can be furnished within the shortest possible time.
5. Reasonable Cost:
Records must be produced and maintained at a reasonable cost. Managers should realise that, though, all the facts and figures are needed to run a business, some are definitely more important than others.
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Organisations should maintain the more valuable records and attempt to control costs involving the less valuable ones. Every personnel manager should be cost-conscious while managing records.