The importance of Good Records Management practices

1. The importance of Good Records Management practices SARMAF seminar , AISA 29th March 2011

2. Reputation promise/mission The Auditor-General of South Africa has a constitutional mandate and, as the Supreme Audit Institution (SAI) of South Africa, it exists to strengthen our country’s democracy by enabling oversight, accountability and governance in the public sector through auditing, thereby building public confidence.

3. The value of records Every business revolves around documents-correspondence, contracts, charts, memos, orders, reports and much more-that records what your company does. Many of these records are kept on paper and keeping it organised is essential to ensuring your business stays on track.

4. The value of records (Contd) What to keep, where to keep it and for how long are the factors that determine whether a record/ document is available when you need it. Having the right documents in the right place at the right time also helps you control costs and reduce issues with lost information.

5. The benefits of good Records Management • Perform daily business transactions more efficiently. • Waste less employee time with faster record retrieval. • Protect against accidental or premature record destruction. • Prevent costly paper accumulation with systematic record disposal. • Secure vital records and information in case of business disruption or disaster.

6. The benefits of good Records Management (Contd) • Reclaim office space used for inefficient storage. • Access documents that demonstrate regulatory and legislative compliance. • Build confidence and pride from knowing you've done an important job well. • Protect organisations against risks.

7. Records Retention and Disposal plan What should you keep? How should you store it? How long should you keep it? How should you dispose of it?

8. Irrelevant Duplicate Out of date Think about this! Relevant

9. Thank you!