A records management system (RMS) is a digital system used to capture, classify, store, retain, and dispose of organisational records in a controlled and compliant manner. It ensures records remain secure, traceable, and accessible throughout their required retention periods.
What Is a Records Management System?
A records management system helps organisations manage official records such as contracts, compliance documents, financial records, and regulated files. Unlike general file storage, an RMS enforces retention rules, access controls, and audit trails.
What Is a Records Management System?
A records management system is a platform that governs how records are created, classified, retained, accessed, and ultimately disposed of. It ensures records are preserved according to legal, regulatory, and business requirements.
Why Records Management Systems Are Important
- Ensure compliance with legal and regulatory retention requirements
- Protect sensitive and confidential records
- Improve information governance and accountability
- Reduce risk associated with improper record handling
Common Records Management System Examples
- Retention schedules and automated disposal policies
- Classification of records by type and lifecycle stage
- Access-controlled repositories for official records
- Audit trails for record access and changes
Who Uses Records Management Systems?
- Compliance and legal teams
- Records and information governance professionals
- IT and security teams
- Organisations in regulated industries
Records Management vs Document Management
- Document management: Focuses on active documents, collaboration, and version control
- Records management: Focuses on official records, retention, and defensible disposal
How Records Management Systems Support Compliance
Records management systems enforce retention schedules, access controls, and audit trails. These controls help organisations meet requirements related to data protection, privacy, and regulatory compliance.
Next Steps for Organisations
- Identify records subject to legal or regulatory retention.
- Define retention schedules and access policies.
- Evaluate records management and document management platforms.
Learn how modern information governance platforms support records management by exploring document management software features, book a demo, or contact our team.
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Frequently Asked Questions
What is a records management system used for?
A records management system is used to manage official records, enforce retention policies, and ensure compliance with legal and regulatory requirements.
Is a records management system required for compliance?
Yes. Many regulations require controlled retention, access, and disposal of records.
What types of records are managed in an RMS?
Records such as contracts, compliance documents, financial records, HR files, and regulated data are commonly managed in an RMS.
Can records management systems be automated?
Yes. Modern systems automate classification, retention, and disposal to reduce risk and manual effort.
