By Deborah Jepson |
September 26, 2025
What is records management? And why do you need it?
According to ChatGPT…
Records management is the systematic control of records throughout their lifecycle—from creation and receipt, through active use, storage, and maintenance, to final disposal or long-term preservation.
In simple terms:
It’s how organisations create, organise, store, protect, retrieve, and dispose of both physical and digital information in a secure, efficient, and compliant way.
What is the records lifecycle?
- Creation/Receipt – A document, email, form, or file is created or received.
- Use – It’s accessed, shared, or modified as part of a business process.
- Storage/Maintenance – It’s stored safely, with access controls and backup.
- Retention – Kept for a legally or operationally required period.
- Disposition – Archived or securely destroyed when no longer needed.
Sounds straightforward?
In theory, yes. In practice, many organisations fall short.
Common records management pitfalls
Unfortunately, we often see:
- Business-critical data stored in personal OneDrives or on desktops
- Boxes of documents hidden under desks
- Uncontrolled SharePoint site sprawl
- Legacy shared drives still in use
- Unstructured email storage with no retention rules
- Over-retention of outdated, redundant or duplicate records
These issues lead to serious information risks, including:
- Vast quantities of outdated, duplicated, and unmanaged content
- Data loss, non-compliance, and system distrust
- GDPR breaches and legal exposure from Retention failures
- Reduced findability and collaboration
- Unnecessary storage costs
- Use of outdated or incorrect information
- Access & permissions challenges
- No single source of truth
Solving the records management challenge
Introducing the Metataxis approach: a structured, four-stage process:
Stage 1: Discovery
We assess your current records management landscape through a Discovery Report, assessing your practice against a Maturity Model.
Stage 2: Vision
Based on the Discovery Report findings and assessment against the Maturity Model, this lays the foundation for a robust Information Management solution design, which could include Microsoft 365.
Stage 3: Foundation
We create essential governance documentation:
- An Information Governance framework
- An Information Architecture framework
- A revised Retention schedule
Stage 4: Implementation
We develop a clear Information Management and Microsoft 365 deployment roadmap, including a pilot to validate the design and guide wider rollout.
Benefits of effective records management
Stronger leadership & governance
- Foster ownership and accountability
- Minimise duplication and inefficiencies
- Greater trust in information and decisions
Safer retention & deletion
- Automated processes reduce storage and legal risks
- Mapping physical and digital records avoids duplication
Improved structure & findability
- Clean, consistent SharePoint setup improves collaboration
- Migrating content from network drives reduces clutter
- Access reviews keep systems lean and compliant
Simplified access & permissions
- Open-by-default models reduce siloing
- Read-only access for non-sensitive content supports sharing
- Streamlined permissions boost productivity and trust
Smarter tools & processes
- Tool consolidation reduces complexity
- Rationalising legacy systems improves security
- Investing in the right tech boosts performance and reduces risk
Active monitoring & compliance
- Usage and deletion tracking enables early issue detection
- Regular audits maintain data integrity
- Strong reporting reinforces compliance
Learn more
Take a deeper dive into Why Records Management Matters and read more about our information and records management services.
