In today's information society, records management plays a crucial role in ensuring that business-relevant information is available, traceable and secure in the long term. This is not only a technical challenge, but also an organizational and legal balancing act. But what exactly does records management mean, and why is it so important?

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What is records management?

In accordance with ISO 30301, the core task of records management is to ensure that binding and reliable information on business activities is created, managed and made accessible. This concerns everyone who needs this information – from employees to decision-makers, auditors, authorities, courts and customers.

Important features:

• Authenticity: Documents must be genuine and clearly prove their origin.
• Reliability: They should represent a credible and complete reproduction of the processes.
• Integrity: Records must remain complete and unchanged.‍
• Usability: Information must be retrievable, presentable and understandable – regardless of the context.

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What are records?

Record files include all business-relevant information that is created, received and managed in a company. These include protocols, contract documents, server logs and much more. They serve as:

• Working tool for ongoing business activities.
• Evidence in the event of a dispute.
• Knowledge resource for business decisions.
• Archive for remembrance, e.g. for anniversaries.
• Resource with economic value, e.g. for AI training data.

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The significance of records management in practice

The role of records management has changed significantly as a result of digitization. In the past, all documents were processed and filed centrally via the postal service. Today, employees are responsible for managing their own e-mails and digital documents – a paradigm shift that brings new challenges.

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Legal basis: a complex environment

Records management is regulated by numerous laws and standards in both the private and public sectors. Here is an overview:

Public administration:

• archiving laws govern systematic record keeping and the determination of retention periods.
• Long-term storage of records of archival value is mandatory, e.g. for the traceability of government action and historical research.

Private sector:

• The Swiss Code of Obligations (OR) and special laws regulate the minimum requirements, e.g. for business reports, accounting records or production-related documents.
• Companies must ensure that documents are archived in a complete, accessible and unchanged form.

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Challenges of digital archiving

Digital archiving is particularly challenging, especially in view of technological obsolescence and high costs. Key strategies include:

• Use of archive-friendly file formats such as PDF/A.
• Automated conversion processes with quality assurance.
• Documentation of all conversion and archiving processes.

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Benefits of records management

A well-organized records management system offers a number of advantages:

• Compliance: Legal and regulatory compliance is ensured.
• Risk reduction: Clear documentation protects against legal conflicts.
• Increased efficiency: Faster retrieval of information saves time and money.
• Knowledge management: Information is made available in a sustainable way.
• Management support: The basis for informed decisions.

‍Long-term digital archiving – a look into the future

‍A central problem is the long-term archiving of digital data. While analog recordings are often preserved by chance over centuries, digital data require special strategies:

• Use of open standards.
• Development of independent archiving systems.
• Regular data migration to avoid technological obsolescence.

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Conclusion: records management as the key to transparency and sustainability

‍Records management is much more than just archiving documents. It ensures traceability, supports efficient management and ensures legal compliance. In a digital world, a proactive and strategic approach to business-relevant information is essential. The introduction of modern records management systems and employee training are key steps in meeting the increasing requirements.

‍Records Management: An investment in the future of transparency, security and efficiency.

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Your path to efficient records management – contact us for expert consultation!

‍Well-organized records management is the key to legally compliant, efficient and future-oriented corporate governance. Whether you want to optimize your current system, advance digitization or comply with legal requirements, we can help you develop the right strategy. Benefit from customized solutions, practical tools and a clear roadmap for your records management processes.

‍Contact us today for a no-obligation consultation and lay the foundation for long-term success – legally compliant, sustainable and effective!