Tracking of the movement and use of records within a records system is required to:

1. identify outstanding action required
2. enable retrieval of a record
3. prevent loss of records
4. monitor usage for systems maintenance and security, and maintain an auditable trail of records transactions (i.e. capture or registration, classification, indexing, storage, access and use, migration and disposition)
5. maintain capacity to identify the operational origins of individual records where systems have been amalgamated or migrated.

Action tracking:

• Action tracking may be implemented in a records system for processes where time limits for actions are imposed
• allocates steps to be taken in response to decisions or transactions documented in a record
• assigns responsibility for action to a designated person
• records dates by which the predefined action is to be taken and dates when those actions occur

Location tracking:

• The movement of records should be documented to ensure that items can always be located when required
• The system should track the issue, transfer between persons, and return of records to their ―home‖ location or storage, as well as their disposition or transfer to any other authorized external organization including an archives authority