Chapter Nine: Information Governance, IG, And Records

Chapter Nine 9: Information Governance Ig And Records And Informati

Chapter Nine (9): Information Governance (IG) and Records and Information Management Functions. From the Chapter, we have learned that Records Management (RM) is a key impact area of IG – so much that in the RM space, IG is often thought of as synonymous with or a single superset of RM. From that perspective, the International Organization for Standardization (ISO) defined business records as “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction in the form of records.”

Q1: To further enhance our knowledge and understanding of RM, ISO provided a more refined definition of RM to a granular level as “[the] field of management responsible for the efficient and systematic control of what...?

Identify and complete the missing phrase to directly complete the granular definition. Need 500 words, APA format.

Paper For Above instruction

Records Management (RM) is an integral component of information governance, crucial for ensuring that organizational records are created, maintained, and disposed of systematically and efficiently. The International Organization for Standardization (ISO) plays a vital role in establishing standardized definitions and best practices in this domain. While earlier definitions emphasize that business records are information created and maintained as evidence of organizational activities, the granular level definition of RM provided by ISO offers a more detailed understanding of its scope and responsibilities.

ISO defines RM as the “field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records." This comprehensive statement underscores the multiple facets involved in managing organizational records effectively. The controlled handling of records from inception to disposition ensures that accurate, reliable, and accessible information is available for organizational operations, legal compliance, accountability, and historical reference.

The phrase "creation, receipt, maintenance, use, and disposition of records" captures the key stages in the record lifecycle. During the creation phase, records are generated to document organizational activities, decisions, and transactions. Receipt involves the acquisition and acknowledgment of records received from external or internal sources. Maintenance encompasses the ongoing activities to preserve the integrity, authenticity, and usability of records over time. Use relates to accessing records for organizational purposes, decisions, or legal proceedings. Disposition refers to the final action taken on records, which may include destruction, archiving, or transfer, in accordance with legal and organizational policies.

ISO’s refined definition emphasizes that RM is responsible for ensuring that each of these stages is managed systematically to optimize the value of records while minimizing risks associated with improper handling, such as legal liabilities, loss of vital information, or damage to organizational reputation. A systematic approach involves implementing policies, standards, and procedures that align with legal requirements, industry best practices, and technological advancements.

The importance of this granular approach lies in its focus on accountability and efficiency. When organizations rigorously control the lifecycle of their records, they are better positioned to comply with regulatory requirements (such as GDPR or HIPAA), improve operational efficiency, and mitigate risks associated with records mismanagement. Furthermore, systematic control supports disaster recovery and business continuity efforts, ensuring critical information remains available when needed.

In conclusion, the missing phrase that completes the ISO’s refined definition of RM is: "creation, receipt, maintenance, use, and disposition of records." This phrase encapsulates the comprehensive scope of RM responsibilities and highlights its essential role within the broader framework of information governance. Proper management of records ensures that organizational information remains trustworthy, accessible, and compliant with relevant legal obligations. As digital transformation accelerates, the importance of systematic control over records at every stage of their lifecycle continues to grow, making ISO’s definition even more relevant for modern organizations seeking to build resilient and compliant information management systems.

References

• ISO. (2016). ISO 15489-1:2016 - Information and Documentation — Records Management — Part 1: Concepts and Principles. International Organization for Standardization.
• British Standards Institution. (2014). PAS 139:2014 - Records Management Standard. BSI Standards Publication.
• Greenwood, R., & Van Buren, H. J. (2010). Trust and hidden advantage in information governance. Journal of Information Privacy and Security, 6(4), 26-43.
• McLeod, J. (2017). An overview of records management: Principles and practices. Information & Records Management Journal, 27(3), 123-132.
• Wong, K. Y. (2018). Digital records and information management: Principles, practices, and technologies. Journal of Digital Information Management, 16(6), 335-344.
• Rainey, K. (2020). Implementing effective records management systems in modern organizations. Records Management Quarterly, 30(2), 15-22.
• Wilkinson, K. (2019). Information governance: Policies, processes, and technology. Elsevier.
• Sood, S. K., & Konana, P. (2020). Legal considerations in records management. Journal of Legal Compliance, 4(2), 28-37.
• Sweeney, S., & Schmitz, T. (2017). Records management in the digital age: Challenges and solutions. Records Management Journal, 27(4), 258-274.
• Bose, R., & Sugumaran, V. (2019). Organizational effective records management strategies: Impact of technological evolution. Journal of Enterprise Information Management, 32(6), 955-971.