by Robert Johnson, Engagement Manager – Info Governance
When people hear the word “record,” they often think of a printed document sitting in a filing cabinet. But in the world of Records and Information Management (RIM), it’s so much more than that.
A record is really any piece of information an organization creates, receives, or keeps during its daily business. If it helps show what the organization did, decided, or approved, it’s a record. That could be a contract, an email, a spreadsheet, a voicemail, a social media post… even a screenshot. The key is that it provides evidence of something important and needs to be trustworthy.
Not all records are created equal, though. Some are kept permanently because they’re essential for legal, historical, or compliance reasons. Others may only need to be held onto for a few years. Either way, records are valuable—whether they’re needed for daily operations, legal protection, or just to meet regulatory requirements.
What makes RIM different from simply organizing documents is how it looks at the role each record plays in the organization. Records aren’t just physical things—they’re part of a larger process. That’s why RIM focuses on the entire lifecycle of a record: how it’s created, categorized, stored, used, and eventually either destroyed or archived.
Understanding the Records Lifecycle
The video below outlines the key stages in the records and information lifecycle. From creation to secure destruction, each step plays a vital role in maintaining order, compliance, and operational efficiency:
Key Stages Include:
- Information Governance & Compliance – Applying policies, standards, and audits.
- Record Creation – The starting point, where information is generated or received.
- Offsite Storage – Secure storage solutions to reduce onsite clutter and risk.
- Scanning & Digitization – Transforming physical records into searchable digital formats.
- Security, Access & Control – Ensuring only authorized individuals can access records.
- Destruction & Secure Shredding – Responsible and trackable end-of-life handling.
To make this process effective, organizations rely on records management systems that make information easy to find, protect it from loss or misuse, and support legal or regulatory needs. With the right tools and procedures, records become more than just information—they become business assets that support transparency, accountability, and smart decision-making.
In short, a record in the RIM world isn’t just a document; it’s a critical asset that supports accountability, transparency, and the smooth running of your organization. If you want to learn more about records and how to manage them – we’re here to help!