Capturing records

Capturing records means that they become fixed in time and are stored in a location where they can be retrieved, accessed, preserved and managed.

Some systems capture records automatically. Others systems need you to capture records manually. Records capture might include things like:

• entering data into a digital system and then saving the information (automatic)
• saving an email about work you have completed into the electronic records management system (manual)
• placing a photocopy of an original signed letter on a paper file (manual)
• printing a document from your computer and placing it on a paper file (manual)
• scanning incoming faxes (automatic or manual)

Approved locations for capturing records may include:

• electronic document and records management systems (EDRMS)
• business systems and databases specific to your agency's business
• administration systems for finance and human resources management
• paper registry files.

Locations which may not be approved for capturing records of ongoing value include:

• shared and personal drives
• boxes under desks
• work group spaces.

All staff should be aware of approved locations for capturing records. This will reduce the risk of records not being captured.

You should consider the following when deciding on approved locations for capturing records:

• will the records remain authentic, reliable and usable?
• are the records secure from alteration or deletion?
• how will records be registered and controlled?
• how will related records be linked?
• are there appropriate security and access controls?
• is there an audit trail?

If the process for capturing records is not complicated, it is more likely that people will use the approved locations.

The systems you use to capture your records need to be able to properly manage records so they remain authentic, reliable and useable.

These systems are most likely digital systems, although a paper system can achieve the same result with much more effort.

If you include records management tasks in your business processes, it is more likely these tasks will be performed regularly and to a suitable standard.

The compliance of software with international standards for functional requirements for business systems and electronic document records management systems, ISO 16175, can guide your choice of systems.