Records Audit

One of the key steps in creating an effective system of Records Management is to perform a 'Records Audit'. This seeks to locate and record sources of information, so that the organisations 'Records Manager' can respond effectively to requests in accordance with the Freedom of Information Act. A records audit establishes the following information;

• How and where the information is stored
• who created it, or manages it
• who uses it
• how long is it required   

Performing this audit will provide additional significant benefits;

• It will raise awareness of the Freedom of Information and Environmental Information Regulations within the organisation.
• It will raise awareness of 'Good' Records Management, its importance and its place within the Freedom of Information.
• It will identify problems with records management.
• It will help to determine what is required to establish an effective records management program.
• It may identify duplicated information, and may help rationalize records management.
• It may identify information that could be published more efficiently, thus making requests for information easier to deal with.