By Deborah Jepson |
September 5, 2025
Why records management matters?
In today’s data-driven world, everyone talks about information being an asset. But what does that really mean for your organisation? Why is records management more important than ever—and what happens when it’s neglected?
Let’s break it down.
The information challenge
If your organisation wants to harness the full power of information to meet its goals, it needs a coordinated and consistent approach to managing all your information – both structured and unstructured data. This means reducing inefficiencies, cutting down on duplication, and ensuring that the right people have access to accurate, timely, and trustworthy information.
But many organisations are struggling. In fact, most are overwhelmed—drowning in a sea of both structured and unstructured data. With global data volumes expected to double every two years, the challenge isn’t going away. It’s growing, and its growing fast.
What is the goal of information and records management?
Most organisations pursue two core objectives when it comes to managing records:
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Maximise the value of their information assets – enabling smarter use of information for insight and innovation.
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Minimise information-related risks – ensuring sensitive or critical information is protected, compliant, and well-governed.
At the heart of both these goals is strong information and records governance—a strategic enabler of effective and responsible information use.
The risks of poor information and records management
When records aren’t managed properly, the consequences can be serious—both operationally and reputationally. Common risks include:
- Litigation risk – Inability to locate key data when needed.
- Reputational risk – Failure to respond to customer or regulatory information requests.
- Security risk – Accidental disclosure or loss of sensitive data.
- Financial risk – Data overload increasing storage and operational costs.
- Regulatory risk – Non-compliance with data protection or legal standards.
What does good records management look like?
Good records management isn’t just about keeping records. It’s about driving the right behaviours—across staff and third parties—to value and manage information responsibly and effectively.
It ensures information and records are:
- Confidential – Protected from unauthorised access.
- Accurate and complete – Trustworthy, consistent, and unaltered.
- Accessible – Easily retrievable by those who need it.
- Authentic – Verified and credible as an official record.
- Reusable – Available for reuse and integration across contexts.
- Findable – Located quickly and used efficiently.
- Consistent – Managed in a uniform, predictable way across the organisation.
- Visible and transparent – Governed with clear oversight.
- Comprehensive – Capture all relevant information across business functions.
- Compliant – Aligned with all legal, regulatory, and business obligations.
The benefits of good records management
When done right, records management delivers tangible benefits across the entire organisation:
- Efficiency
- Quicker access to the information needed to support daily operations.
- Elimination of duplicate data entry and redundant storage.
- Interoperability across systems through standardised formats and terminology.
- Better collaboration through shared, trusted information.
- Effectiveness
- Avoiding duplication of work—“reinventing the wheel”—through better information retrieval.
- Ensuring that retrieved information is complete, current, and connected.
- Easier compliance with regulatory, privacy, and data protection requirements.
- Promoting alignment across departments through shared, consistent data.
- Creativity & Innovation
- Enabling deeper analysis and synthesis for actionable insights.
- Supporting knowledge sharing and fostering a culture of collaboration.
- Creating a “learning organisation” where past knowledge informs future success.
- Empowering better, data-driven decision-making with high-quality, reliable information.
Final thoughts
Records management is no longer a back-office function—it’s a strategic imperative. In an environment of growing data volumes, rising compliance expectations, and increased competition, how your organisation manages its information could be the difference between success and stagnation.
Investing in effective records management today is investing in your organisation’s agility, resilience, and future.
