The contribution of records management to good governance

Abstract

Purpose

The purpose of this paper is to present the relationship between records management (RM) and accountable and efficient governance.

Design/methodology/approach

In this paper, the required framework and the prerequisites for planning and implementing an effective and efficient RM system are presented and a literature review and empirical studies are used to depict the interaction between good governance and RM.

Findings

The following conclusions are derived from the bibliographic data analysis. Specific training by RM professionals for recordkeeping is useful for public servants. All levels of the administrative chain should be trained and involved in RM processes. Good governance, information security and RM are all deeply connected. The tendency of regarding archives only as cultural thesaurus or valuable historical resources and not also as products and assets of their originating organizations has to be abandoned. Electronic RM and preservation is a complex matter that requires interdisciplinary action in order to be resolved. Technology and computers are not the panacea of records keeping and information management problems in governmental institutions. Institutional capacity and top‐level support are two elements, plus technology that enhances change management, work flow, standardization and interoperability.

Practical implications

Top management of the public (and private sector) has to be persuaded that there is cost reduction and effectiveness through the implementation of RMS. Public administration needs to turn to records and archives management professionals and involve them in the legislative, planning and operating work regarding the information management and its influence on good governance in public organizations.

Social implications

Governments have to set and apply a comprehensive strategy for records and archives management, meaning the physical and intellectual control over all records created and held in public administration. Citizens should be always informed on their rights to access and use of governmental information. Only responsible and informed citizens can demand transparency and accountability by governments.

Originality/value

Through this work one can identify the major key issues and problems in planning and implementing a strategy for the creation and management of public records in governments. The most important goal is to raise awareness amongst all participants for emerging legal, fiscal and administrative issues involved with managing governmental information.

Citation

Dikopoulou, A. and Mihiotis, A. (2012), "The contribution of records management to good governance", The TQM Journal, Vol. 24 No. 2, pp. 123-141. https://doi.org/10.1108/17542731211215071