Records contain information that is a valuable resource and an important business asset.  A systematic approach to the management of records is essential for organisations and society to protect and preserve records as evidence of actions.  A record management system results in a source of information about business activities that can support subsequent activities and business decisions, as well as ensuring accountability to present and future stakeholders.

Proper records management enables an organisation to conduct their business in an orderly, efficient and accountable manner and delivers service in a consistent manner.  It provides consistency, continuity and productivity in management and the organisation.  Most of all it provides continuity in the event of a disaster.

In the case of litigation, reliable records can be produced and can save the organisation a lot of time and money.

Other benefits:

• Enables more informed decision making, by making documentation readily available
• Facilitates effective performance of activities throughout an organisation
• Protects the rights of the organisation, its employees and its customers
• Protects records from inappropriate and unauthorised access
• Meets statutory and regulatory requirements including archival, audit and oversight activities
• Allows quicker retrieval of document and information from files
• Improves office efficiency and productivity
• Provides better documentation more efficiently
• Supports and documents historical and other research
• Frees up office space for other purposes by moving inactive records to storage facilities
• Reducing lost of misfiled documents