Record Management Policies Every Organisation Should Have in Place

Every organisation, whether small or large, deals with records every single day. These records may include employee files, customer details, financial documents, contracts, or official correspondence. 

When records are not managed properly, organisations face problems like misplaced files, delays, compliance issues, and confusion. This is why clear and practical record management policies are so important.

With the support of digitalisation services, organisations can move away from scattered paper files and build a reliable system for managing records. However, technology alone is not enough. 

Strong record management policies ensure that information is handled correctly throughout its life cycle. Let us explore the key record management policies every organisation should have in place.

1. Record Creation and Capture Policy

The first step in record management is deciding what should be recorded and how. Not every document needs to become an official record. A record creation policy clearly defines which documents are considered records and when they should be captured into the system.

With the help of digitalisation services, organisations can capture records in digital form from the very beginning. 

This reduces dependency on paper and ensures consistency across departments. A clear policy prevents unnecessary clutter and ensures that only meaningful and relevant information is stored.

The growing importance of this approach is widely recognised. Leaders increasingly expect information management to play a central role in organisational efficiency. In fact, 72% of respondents in AIIM’s 2024 global study stated that information management will become even more critical in the next 12 months. This highlights why having a well-defined record creation and capture policy is no longer optional but essential for effective governance and informed decision-making.

2. Classification and Organisation Policy

Once records are created, they must be organised properly. A classification and organisation policy defines how records are grouped, named, and stored. This makes information easier to find and manage across the organisation.

Using digitalisation services, organisations can create structured folders, clear categories, and consistent indexing systems. 

When everyone follows the same classification method, records are less likely to be misplaced, and searching becomes quick and simple. This approach is especially helpful for new employees, as they can understand and follow the system without confusion.

The need for proper classification is clear in everyday work. Studies show that workers may need up to eight searches to locate the right document when labelling is poor and storage is inconsistent. A strong classification and organisation policy reduces this frustration, saves time, and ensures that information is available when it is needed most.

3. Access and Security Policy

Not all records should be available to everyone. Some documents contain sensitive or confidential information. An access and security policy defines who can view, edit, or share records.

Through digitalisation services, organisations can control access using permissions and user roles. This policy protects important information, prevents misuse, and builds trust. It also ensures that employees only access records relevant to their role, reducing the risk of errors.

4. Record Retention Policy

One of the most important record management policies is deciding how long records should be kept. Some records must be stored for years due to legal or operational requirements, while others can be removed after a certain period.

With digitalisation services, retention schedules can be applied automatically. This policy helps organisations avoid storing outdated or unnecessary information. It also reduces storage costs and ensures compliance with regulations.

5. Disposal and Destruction Policy

Keeping records forever is neither practical nor safe. A disposal policy defines how and when records should be destroyed once their retention period ends.

Using digitalisation services, organisations can ensure secure and traceable disposal of digital records. This policy reduces risk, prevents data leakage, and keeps systems clean and organised. Proper disposal also shows that the organisation takes data responsibility seriously.

6. Backup and Recovery Policy

Records are valuable assets, and losing them can disrupt operations. A backup and recovery policy ensures that records can be restored in case of system failure, accidental deletion, or disasters.

With reliable digitalisation services, organisations can maintain regular backups and recovery plans. This policy ensures business continuity and gives confidence that important information is always protected.

7. Version Control Policy

In many organisations, documents are updated frequently. Without a version control policy, employees may work on outdated information, leading to mistakes.

By using digitalisation services, organisations can track changes, maintain version history, and ensure that only the latest version is used. This policy improves accuracy and avoids confusion, especially when multiple teams work on the same records.

8. Compliance and Audit Policy

Organisations must often prove that their records are accurate, complete, and properly managed. A compliance and audit policy ensures that records meet internal guidelines and external requirements.

With digitalisation services, audit trails can be maintained automatically. This policy helps organisations stay prepared for inspections, reviews, or audits without stress. It also promotes transparency and accountability.

9. Training and Awareness Policy

Even the best policies fail if employees do not understand them. A training and awareness policy ensures that staff know how to create, manage, and protect records correctly.

When organisations introduce digitalisation services, training becomes even more important. This policy encourages consistent use of systems and builds a culture of responsible record handling across the organisation.

10. Continuous Improvement Policy

Record management is not a one-time activity. As organisations grow and their operations expand, their information needs also change. A continuous improvement policy ensures that record management practices are reviewed, evaluated, and updated on a regular basis.

With evolving digitalisation services, organisations can refine their processes, improve efficiency, and adapt to new regulatory and operational requirements. This ongoing review helps keep record management aligned with organisational goals and day-to-day realities.

The importance of continuous improvement is strongly supported by industry insight. Gartner warns that 60% of organisations fail to gain real value from AI initiatives due to incohesive data governance frameworks. This clearly underscores the need for regular improvement, strong policies, and well-managed records to ensure that information remains reliable, usable, and fit for future initiatives.

Why Record Management Policies Matter More Today

Without clear policies, record management becomes chaotic. Files get misplaced, decisions are delayed, and risks increase. Record management policies provide structure, clarity, and confidence.

By combining strong policies with digitalisation services, organisations create a system that is reliable, secure, and easy to use. Employees spend less time searching for information and more time focusing on meaningful work.

Conclusion

Record management policies are the foundation of effective information handling. From creation and classification to retention and disposal, each policy plays a vital role. When supported by digitalisation services, these policies help organisations stay organised, compliant, and prepared for the future.

For organisations that are new to digital record management, starting with clear and simple policies is the best step forward. Over time, these policies not only protect information but also support smoother operations and smarter decision-making.

For more information on record management, check out CBSL’s information management page today!

Frequently Asked Questions 

1. What are record management policies?

Record management policies are formal guidelines that explain how an organisation creates, stores, organises, protects, retains, and disposes of its records. They ensure information is handled consistently and responsibly throughout its life cycle.

2. How do digitalisation services support record management policies?

Digitalisation services convert paper records into digital formats and build systems that apply policies automatically. They enable structured classification, role-based access, retention schedules, version control, and secure backups.

3. Why is a record retention and disposal policy important?

Not all records need to be stored forever. Retention and disposal policies define how long records should be kept and how they should be securely destroyed. This reduces storage overload, lowers risk, and ensures compliance with legal requirements.

4. Why is employee training necessary for record management?

Even well-designed systems fail if employees do not follow the rules. Training ensures staff understand how to create, classify, store, and protect records correctly, leading to consistent and reliable record handling across the organisation.