RECORDKEEPING ESSENTIALS FOR CHIEF EXECUTIVES & SENIOR MANAGERS

3 > CREATING AND MAINTAINING RECORDS

The Public Records Act requires that all public offices must create and maintain full and accurate records in accordance with normal, prudent business practice, and maintain them in accessible form for as long as they are required.

An efficient recordkeeping system saves you time, money and resources and makes it easier for your organisation to carry out its core functions by:

Contributing to the efficient operation of your organisation by making information readily available when needed for decision-making and operational activities.
Saving time in managing non-current records, and saving money in storage and administrative costs.
Creating a complete and authoritative record of official activities, thus ensuring accountability.
Helping you to meet your legal requirements (and show that you have met them).
Helping you manage the risk of illegal loss or destruction of records and of inappropriate or unauthorised access to records.

A recordkeeping policy is a key tool in ensuring that your organisation is creating and maintaining records appropriately. This should be supported by appropriate systems and procedures, as well as by staff that are equipped with the resources and training they need to create, manage and maintain records.