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KENYA HIGHLANDS UNIVERSITY NAME: MARY KIOI REG NO: BRM 47/2017 COURSE UNIT: FUNDAMENTALS OF RECORDS AND ARCHIVAL MANAGENT ASSIGNMENT: DISCUSS THE IMPORTANCE OF RECORDS AND ARCHIVAL MANAGEMENT IN AN ORGANISATION IMPORTANCE OF RECORD AND ARCHIVE MANAGEMENT IN AN ORGANIZATION Introduction Archives and records management practice, like many other disciplines and practices in Kenya, was born of the onset of British colonialism during the early periods of the 20th century. Records are any recorded information in a reproducible form created, maintained and used by an individual, or organization. They act as a source of evidence of activities, transactions or decisions being made by their owners in the course of their day-to–day activities and operations. Certain kinds of records bear an enduring value either to their creators, holders or even the general
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public at large. For this reason, they may be passed on from ordinary record centers or registries to an archival facility. Thus, archives apart from being a physical housing units, they are also those special records of enduring value that are deemed fit for permanent preservation. This is for the purposes of research, referencing and for their enduring value. IMPORTANCE OF RECORDS AND ARCHIVES MANAGEMENT 1. Effectively Retrieve and Dispose Records The consequences of spending too much time in searching for misfiled records can be quite severe; you may not only lose in terms of billable hours but also lose valuable customers. This is why it is important to invest in a well-designed filing system that can facilitate retrieving records and disposing records past their end-of- life date. 2. Assimilate New Records Management Technologies Investing in record management software can prove to be helpful if a company has physical record management system in place. The new record management technology can be assimilated with existing records system to make the system stronger. 3. Ensure Regulatory Compliance With government becoming stricter about compliance issues, it is necessary for companies to apply a good record management system and ensure they are in full compliance with laws and regulations. If any company fails to provide essential records during litigation or regulatory check, it may have to pay severe penalties or face legal consequences. The only way to ensure regulatory compliance is through
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