Records management at the Malta College of Arts, Science and Technology

Abstract

We live in an information society. For information to be effectively and efficiently used, it must be managed. However, while organizations recognize the value of resources such as money, staff and assets, and manage them accordingly, what value is being placed on their other organizational asset: their records? Records contain recorded information and constitute a unique resource, costing money. With a viable records management programme in operation, an organization can control both the quality and quantity of the information it creates; maintain it in a manner that effectively serves its needs; and efficiently dispose of it when it is no longer valuable. In addition to being cost effective and supporting core functions, a good records management programme is also essential for compliance with legal and regulatory obligations. It also provides the basis for effective and accountable administration. In recent years the volume of records being created in both paper and electronic format has increased drastically. Thus, it is of utmost importance that an organization’s records management programme is able to deal consistently and effectively with both formats. Hence, in writing this dissertation, an overview of the theoretical aspect of the records management concept is first given. Then, using a structured questionnaire, an analysis is made of how records are presently being manged at the Malta College of Arts, Science and Technology with a view of identifying existing records management systems, and formulating possible improvements.