Despite the fact that almost every American has an email address, people in the United States still consume thousands of tons of paper every year, if not millions. In fact, it is projected that paper consumption in the U.S. will grow from 43.7 to 65.6 million tons between the years 1995 to 2015. Because the paper we use may contain important records or classified information, what we do with that paper is essential.

Records management is a field of information technology that has become increasingly important in the last few decades. Records management is sometimes referred to by the acronym RM or IRM, which stands for Information and Records Management. This field is the practice of maintaining records from the time of their creation to disposal. This may include all levels of management including classifying, storing, securing, and destruction or preservation.

In the past, records management referred mostly to the management of records that were no longer in use and needed storing and archiving. However, the more modern use of record management is more involved. Record management today includes the entire life cycle of the document from creation to destruction or storage.

Storing and archiving records is an important aspect of record management. Important records must be stored in a way that is both accessible and safe from any environmental damage. Extremely important records might be stored in special rooms with environmental controls such as temperature and humidity. Even more sensitive records might need to be stored in facilities that are both environmentally controlled and safe from disasters like earthquakes, fire, or flooding. The storage of some important documents is even more extreme, like the Declaration of Independence in Washington D.C. The Declaration is housed in a case that makes it both environmentally safe and viewable by the public.

The disposal of records is also another vital aspect of record management. In some cases, the documents may contain personal information like financial or health records. When it comes time for disposal of these records, it is essential that they are not simply dumped into the trash so that no important and secure information is disclosed. Many organizations used processes like paper shredding, incineration, or pulverization to dispose of important documents. And often, once shredded, the paper will be recycled and used again.

With all of the important information that is stored on paper documents, record management is a vital field in information technology. Record managers ensure that when the time comes for disposal, important documents remain secure. They also ensure that important records stay archived and intact.

R4 Services (http://www.r4services.com) is a Chicago document destruction, record management, and records storage company for businesses. Art Gib is a freelance writer.

[tags]destruction services Chicago, record management Chicago, records storage Chicago[/tags]