State Agency Records Management. 05 Amended, The Commonwealth of Pennsylvania State Records Management Program and Manual 210. Our Domestic subscription has over 73,000 U. com. A records management policy and procedure manual is a document that defines the roles, responsibilities, rules, and standards for managing records in an organization. Suite 400. In Illinois, no public record may be disposed of without the approval of the appropriate records commission. Records management is the process of implementing control of the creation, maintenance, receipt, and disposal of information regardless of the format. federal and state records-related requirements covering general business and prevalent industries out-of-the-box. Thu to Fri, 7:30 am to 3:30 pm. 1 executive office of the president office of management and budget washington, d. Christina M. It serves as the agency system of record for most policing activities. We are actively working to maintain, improve, or achieve compliance with each pertinent records management requirement. MANAGEMENT MANUAL . Emergency operating records, legal and financial rights records b. Not only will we securely store all your vital records, but our records management services let you: Save physical space. What are the five principal goals of the records management program? Click the card to flip 👆. Records Management Policy. Qualsys Training Records Management Software. The facility currently stores 250,000 cubic feet of semi-active paper records for more than 200 state agencies and offices. Florida records management requirements in Florida Administrative Code 1B-24 and 1B-26. NARA Bulletin 2015-04: Metadata Guidance for the Transfer of Permanent Electronic Records This NARA Bulletin 2015-04 defines the. Another factor to consider when choosing the best tools or software for records management is the costs and benefits of each option. 1. They are deeply skilled in business and provide objective advice and expertise and help an organization develop any specialist skills that it may be. The rules governing what records need to be kept, and where, are usually determined by outside agencies. 5 SECTION 2 RECORDS MANAGEMENT EXAMPLES AND RESOURCES The examples shown in this section include sample documents such as awareness raising brochures, records management policies, or emergency plans. Records management allows organizations toRecords Management is the control of paper/digital assets that are used for backup and references. Improving records management will improve performance and. It also helps ensure compliance with industry regulations and government laws. With an expanded scope that encompasses more than 100 new entries from key information governance (IG) disciplines, this PDF version of the fifth edition of the glossary now defines more than 1,000 terms from disciplines that intersect with records and information. Incoming/Outgoing Government Employees/Officials. • Serves as the primary agency official who coordinates records managementThe Master of Archives and Records Administration degree program at the San José State University School of Information prepares students for careers in the rapidly expanding fields of records management, corporate archives and information governance. Oversees the Department’s Forms Management Program, administered by the Enterprise Business Management Office; and 2. 1. A record that contains information needed to operate an organization. Security. LOC. • The development of two records management community of interest groups • Work toward developing a Federal records management maturity model In further support of these initiatives, the Office of Management and Budget and the National Archives issued Memorandum M-14-16: Guidance on Managing Email to heads of agencies on. Santos (910) 451-4789: References. Reduce agency risk and get everyone on the same page with our comprehensive Records Management SOP. Directive on Records Management. Federal Records Management and the Public. For driver licenses, ID cards, auto/vehicle registrations, car titles, and other state services, please visit Service Oklahoma or call 405-522-7000. Instructions on how to download the files. 2. ” These records can be in various forms. Records Management and Archives. 33, Disposal of Records, but these are only two parts of a wider universe of pertinent laws, regulations, and guidance. Records management is the process of controlling the development, maintenance, reception and disposal of information in any format. For more than 80 years, the National Archives and Records Administration (NARA) and its predecessor agencies have provided comprehensive records management services to the Federal Government. External Record. Records management allows organizations toRecords, identifies those agency Records having permanent/archival value, and authorizes the disposal of Records at the end of specified time periods. records management in the decision-making process, strategic planning process (Integrated Development Plan), the realisation of the Batho Pele Principles and the overall performance of ADM, it was evident that ignorance was displayed with regard to the management of records. Lehetőség van arra, hogy a munkafolyamatok naplózásából kapott adatokat statisztikákhoz felhasználják és az alapján javítani, optimalizálni tudják a folyamataikat. LMS/SCORM - Download the LMS/SCORM file for use in your agency's learning management system. Improve the flow of information in the organization. It includes the storage of key information such as patient encounter documentation and physician notes as well as periphery documentation such as. R. Records management is the process by which an organization: Determines what kinds of information should be considered records. What is records management? Records management, also known as recordkeeping, is, as the name suggests, the process of organizing and securing an organization’s records. Office of the Chief Records Officer for the U. Manage access by authorized users, online and in person. From the owner to the summer intern, all employees are responsible for making sure that business information is accurate, clearly legible, and factual. Qualsys Opens a new window is a comprehensive solution for governance risk and compliance, with training tracking as one of its primary focus areas. The schedules list the permanently valuable records that should be retained and properly protected. RECORDS MANAGEMENT ROADMAP World Bank Group Records Management Roadmap, Part 4, p. records management compliant, should ensure that appropriate system backup regimes are in place. Managing records can help your business organize its most important documents, keep them safe, track and monitor them, audit and review them. PRC Rules. This, in recognition of the importance of providing a framework for the standardised management of information assets in the Public Sector to, among other things, enable sound decision making and enhanced. Records management is the creation of project records and maintaining and storing them properly. Electronic Records Management or Information. Kareo: Best for small practices. Federal records may not be removed from Government custody, nor may they beThe article considers the concept of a system of records management. It entails all recordkeeping requirements and policies that allow an organization to establish and maintain control over information flow and administrative operations. co. 00. Archiving of Records. The purpose of this lesson is to review activities done in support of the Department ofAccess means full-service records management solutions, not just offsite storage. A record is any document - in any format ( paper or electronic, and yes even video) - created or received by you or your department - that allows you to conduct business. Digital Records Management: Digital. 2. Electronic Records Management Challenges of 2021. *d. To provide support for ED’s mission of promoting educational excellence forRecords Management United States Records management practices and standards are delineated in many federal regulations. The national archives case study: Accelerating transition of digital records using artificial intelligence. ARM utilizes O’Neil records management and barcode scanning technology to track the activity of all items from the day they enter our facility, through all retrievals and returns, to the day they are destroyed. It has been discovered that Amathole District MunicipalityOMB and NARA have just released a new memo, OMB/NARA M-23-07 , Update to Transition to Electronic Records, (December 23, 2022). Purpose. of an electronic records management program in compliance with the provisions of the Presidential Memorandum dated November 28, 2011, Managing Government Records and the OMB/Directive M-12-18, Managing Government Records. 2. They commonly work with a team of other professionals, such as archivists or historians, to ensure that the records they manage are organized, preserved, and accessible in accordance with legal requirements. com. . Establishes and maintains a register of automated records. Upon registering, the policy will be emailed to you as a MS Word document which can be customized to your department's protocols. true. According to the life cycle concept, records go through three basic stages: creation (or receipt), maintenance and use, and disposition. It is important to assess the…. Manufacturing / Production / FMCG Jobs. Transfers and Formats Guidance. All three stages of the records life cycle are interrelated. – records whose scheduled disposition has been temporarily suspended because of special circumstances that alter the administrative, legal, or fiscal value of the records. b. Public Safety Leadership Municipal Leadership/Communities Patrol Records / UCR. Records Management Records management: refers to the whole range of activities which an organization should perform to properly manage its records. c. The ultimate goal of the records management program is to get the right information to the right people at the. Recordkeeping requirements originate in laws, regulations, and directives that provide for the creation, use and maintenance, and preservation of records. An employee record could include. d) managing cost. Subj: DEPARTMENT OF THE NAVY RECORDS MANAGEMENT PROGRAM RECORDS . Step 2: Gather Information. It ensures that records of enduring historical, administrative, legal, or fiscal value are. 3: Guidelines on the Establishment and Use of the General Records Disposition Schedule (GRDS) NAP General Circular No. 5. Under 44 U. and. Access lets you store and manage your physical documents and other media in a highly secure, offsite storage facility near you. Discover over 18 Records Management vacancies today and get hired. Store all documents and other media securely and safely. 10. Agency records management staff will use ERA 2. 1 Knowledge Sharing and Learning. Records management is a process for organizing, preserving, and managing records to ensure the security and integrity of an organization’s information. It lets you do so quickly and easily, with a level of security that manual data handling can’t match. The life cycle of a record includes classifying the record when it is created, knowing how to store the information, being able to retrieve information when needed and knowing when records need to be eliminated or permanently archived. The . Certificate Programs. A GLABs-ben akár az is nyomon követhető, ha valami miatt késés keletkezik a beszállítók egyik szereplőjénél. TITLE DESCRIPTION; RM APPT LTR (EXAMPLE)records, they go through a massive effort to locate and capture their records - and in many cases cannot find them, putting themselves and the University at risk. A records management system, also known as records and information management, is a solution for organizations to manage regulatory, legal, and business-critical records. Records management is defined as a “field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing, and maintaining evidence of and information about business activities and transactions in the form of records” (ISO. m-23-07management and tracking, preparation of source records for digitization, metadata collection and creation, digitizing, quality management, data collection and management, submission of digital resources to delivery systems and into a repository environment, and assessment and evaluation of the digitization effort. Purpose. Azóta a szoftver folyamatosan fejlődik, bővül, új modulok, funkciók elérhetőek, akár személyre szabottan is. 6 Transfer records to National Archives in 5-year blocks when latest record is 25 years old. Access means full-service records management solutions, not just offsite storage. 1 / 9 september 2 0 2 0. Agriculture / Agro-Allied Jobs. • Creates and maintains a network of records liaisons responsible for overseeing the program in headquarters and field offices in cooperation with the records officer. 3 Business continuity planning. This guide from DeltaNet explores the responsibilities around record management and how it can benefit the business. You’ll also find free online lessons on permanent records, records schedules, and more in our . Records Management. For that, the process owner moves the records to a respective archiving location. Each part is scored separately and gives. Organize physical and electronic. You need to weigh the initial. Microsoft Purview Data Lifecycle Management manages risk and liability by only keeping what you need and deleting what you don’t across your entire digital estate,. For businesses, this process should run for the company’s full life cycle, meaning the documents stored can reflect the history of the business. Tim L. Study with Quizlet and memorize flashcards containing terms like What are the types of essential records? a. Records and document management are necessary for a business’s daily operations. Apply now. Print Records Management Basics: Terminology & Examples Worksheet 1. In one way or another, all members of staff come. S. ROI = (Benefits - Costs) / Costs x 100%. Minimize costs associated with printing, storing, and maintaining documents. The Best EMR Software of 2023. It helps users. Maintains the DHS Forms Management Program, including design/development, storage, use, retirement,. The documents administered through records management include anything produced as the result of a business transaction. Record management, document control, documented procedures and. Allscripts: Best for large organizations. RIM evolved from traditional records management and incorporates the holistic patterns of information management. Physical Records Management. Match the document to the correct record type: Routing Slip - Not a Record. While various models of the records life-cycle exist, they all feature. C. Medical records management is the process, structure, and discipline of recording, storing, retrieving, and eventually disposing of documentation related to the health of patients. Take me to the GRS ⇒ Recent News Transmittal 34 UPDATED NARA form NA-1005 Verification for Implementing GRS 6. story file if you would like to edit or modify the lessons in Storyline. Florida Statute Chapter 119. 31 (the Federal Records Act) and 44 U. (T) Transferred to National Archives for preservation. Creation of records. services@myjobmag. Records Mailbox:. 1. (P) Destroyed after a specific time period or event. Disposition is an integral part of records management and is the third and final stage of the life cycle of records. An ERM system has many benefits, including:Records Management. This is the person responsible for records management within the organization, but that person often has a team of people working together to create and maintain systems. This section requires the chief executive officer of each state agency to designate a Records Officer to work with the Division of Archives, Records Management, and History regarding that agency's. TAB makes critical information easy to store, find and use, helping you optimize business processes, reduce risk, and save time and money. 2. Search Effective RDAs. Minimize costs associated with printing, storing, and maintaining documents. For questions about permanent records issues and accountability. [1] Records life-cycle in records management refers to the following stages of a records "life span": from its creation to its preservation (in an archives) or disposal. Federal records are any material that provides documentation of USDA’s operations, functions, policies, procedures, decisions, and other activities. RIM manages and. (2) The agency responsible for selecting, preserving, and making available records determined to have permanent or continuing value. 00 is required. An effective records management program does three critical things: manages the destruction and retirement of expired. Because of bad records management, employees often cannot find the documents they need. B. Governing the Management of Public Records and Archives Administration NAP General Circular No. (1) The noncurrent records of an organization or institution preserved because of their continuing value. retirement of an IT system or service must incorporate records management (RM) curation and preservation considerations over the records’ lifespans. • All Records Management Officials (RA, RM and RC) must complete the Records ManagementAs a records manager, you can expect to perform a wide variety of duties that involve a great deal of organization and attention to detail. This is the only international journal devoted to records management which is not exclusive to a professional society or association. A benefit of this type of RMS is that it’s ‘zero-footprint’, meaning it doesn’t take up space on a company’s server or computers and can be accessed from anywhere. A standard for Records Management policies and procedures. What is the purpose of this Bulletin? This Bulletin clarifies the roles and responsibilities of the Senior Agency Official. ReMIS can provide: Consulting on records management training design and development. ISO 15489 consists of the following parts, under the general title Information and documentation — Records management: — Part 1: Concepts and principlesxviii, 414 pages : 28 cm "RECORDS MANAGEMENT, Tenth Edition, provides a comprehensive introduction to the complex field of records management. A records management system is an agency-wide system that provides for the storage, retrieval, retention, manipulation, archival, and viewing of information, records, documents, or files pertaining to law enforcement operations. Preserve company records with. 026(a) . Agencies are also required to establish a records management program which includes a planned, coordinated set of policies, procedures, and activities needed to manage its recorded information. establishing a records management program is optional b. The Government of Jamaica Records and Information Management Policy (the Policy) was approved by the Cabinet of Jamaica on July 9, 2018. 4. Get Directions. Interprets and advises senior agency officials on existing, new, or potential records management statutes, regulations, or other legal requirements impacting the agency. Records and information management (RIM) is a collective term for systems that manage information (primarily documents, from the time they are created through their final disposition. TechTarget also notes that in this context, a “record” refers to. This includes looking at the current storage systems, how these are being used, records management implementation plan, and what is required in the. Vanguard Archives provides full-service records management services in Chicago, IL including document storage, document. Records Management Services' slogan - Practical Solutions - Because Records Matter Michigan's Records Management Services (RMS) RMS provides expertise and assistance to state and local government agencies with managing records and information in the most effective, cost efficient, and legally compliant manner. 4- Create and implement a records policy. Rubex by eFileCabinet is a cloud-based document management system with features for automatic document filing, team collaboration, and more. Published by ARMA International in 2009 and. (P) The vast majority of the Air Force records. Army Records Management and Declassification Agency ( J D R P – R D R ) , 7 7 0 1 T e l e g r a p h R o a d , Alexandria, VA 22315–3860. After you've enabled a security group for disposition from the Records management settings in the Microsoft Purview compliance portal, you can't disable this permission for the group or. Records management addresses the life cycle of records, i. NARA uses a risk-based maturity model survey to measure electronic records and email management by Federal agencies. Additionally, this memorandum consolidates requirements from prior 0MB records. Our real-time dashboard enables you to be in control of all of your stored and scanned information. 02, “DoD Records Management Program,” DoD 5015. For general or specific records management. RECORDS MANAGEMENT: Provides policy and procedural guidance on all aspects of the Marine Corps Records Management (RM) Program. This includes complying with state and federal laws and regulations, identifying vital records, and implementing strategies for preserving information and records of long-term value. Oversee the implementation of various policies and systems. Mon to Tue, 7:30 am to 3:30 pm. Records management is the systematic control of records throughout their life cycle. These steps can be further explained as: Create or receive. People who searched for records management jobs in New York, NY also searched for records coordinator, document scanner, social media account manager, file clerk, records analyst, museum archivist, information governance manager, records clerk, document management specialist, records specialist. Migrate and manage retention requirements with a file plan. Email Us. Reviews each inventory of record for accuracy prior to approving in AFRIMS. 2 : Guidelines on the Disposal of Valueless Records in Government Agencies NAP General Circular No. Encl: (1) Revised List of Changes (2) Revised page vi (3) Revised Part I, pages I-1 through I-7 . Essential Records and Disaster Recovery. Értékelni tudják, melyik beszállító mikor. S. Records are a subset of Information management! A library can be considered as records management even though it provides information. For example, if you spend $10,000 on RMS and. In 36 CFR 1223, Essential Records are defined as “[R]ecords an agency needs to meet operational responsibilities under national security emergencies or other emergency conditions (emergency operating records) or to protect the legal and financial rights of the Government and those affected by. 11F, "Marine Corps Records Management Program. Crown Records Management in Mililani, Hawai’i helps clients to maximize the value of their “corporate memory” through the storage, active management and timely destruction of information assets. Employee records management software is the best way to store and access your employees’ records. 4- Create and implement a records policy. Access is a cornerstone of records management; records and evidence are preserved in order that. Employee records management is the practice of maintaining pertinent information related to employees and ensuring it is available when it is needed (and only when needed). The responsibilities of records management also involve tracking a record through its entire life cycle. This course is specifically developed for employees working in an office and administration environment where the principles of records management is vitally part of legislative pieces. 3. 0 to draft new records schedules for records in any format, officially submit those schedules for approval by NARA, and request the transfer of permanent records in any format to the National Archives for accessioning. Records management is a process of ensuring the proper creation, maintenance, use and disposal of records to achieve efficient, transparent and accountable governance. usmc records management everyone’s responsibility v e r s i on 1. They conduct organizational studies and evaluations, design systems and procedures, and conduct work simplification and measurement studies. This program also includes coursework in archives and records management through a dedicated career pathway. This is the beginning of the records management process, which starts with creating or receiving a document relating to an organization’s transaction. Each cycle consists of stages or periods which indicate the prominence of. Creation of records. Tyler Records Management Software is a fully-integrated land and official records solution. This annual, app-based training provides personnel with Records Management guidelines and best practices in accordance with Federal regulations. Memorandum of President of the United States, Nov. The role of archives and records management legislation after colonialism in Africa: Case of Southern Africa. Once you have clarity around the files to focus on, the auditor will request a list of your agency. Access removes the daily hassle of managing documents with end-to-end records management solutions. Email and Electronic Messages Management. For information about the procedures to dispose of state records call 217-782-2647. Signed Appointment Letter - Record. See also: 8 reasons why document management is a must for business ownersWhat does a Records Management Coordinator do? Management consultants are responsible for helping organizations solve issues, create value, maximize growth and improve business performance. Before we get too deep into all this, let’s quickly take a look at some of the acronyms floating around in the world of electronic document management. Versatile Retention is a complete schedule management and research solution that gives your business total control over your retention schedule. For help with computer issues with specific programs, contact the following: MNP Help Desk – 855-NAVY-311 (855-628-9311) TWMS Help Desk (CNIC Help Desk) – 888-264-4255. A raktár menedzsmentben kiemelten fontosnak tartom a be- és kimenő forgalom előrejelzését, az erőforrások tervezése miatt. (3) The building in which an archival institution is located. Records management objectives include: a) compliance with legal requirements and regulations. Building on more than 100 years in the information management business, Vanguard Archives continues to thrive by aiming to provide the most proactive, responsive and accommodating customer service in the industry. The file plan is the primary records management planning document in SharePoint. DoDI 5015. A GLABs szoftver ezekre nyújtott komplex megoldást, megkönnyítve az operáció mindennapi munkáját. Guides and assists ARPs and CORs in developing and preparing an inventory of records for the office of record. A Go:TAB a GLABs kifejezetten tabletre optimalizált felülete, hogy a telephely bármely. or call 1-888-466-8228. 3. Good records management practices make it faster and easier to find documents and information. • All Records Management Officials (RA, RM and RC) must complete the Records ManagementAGS Records Management can guarantee the same service quality for the digitalisation, the physical archiving of the original document and the processing of the digital image. RECORDS MANAGEMENT OFFICER: Mr. Records Management - Commander/Designated POC training. They ensure that these records are properly managed and maintained throughout their lifecycle to ensure. The. It ensures the availability and authenticity of records over time to help businesses achieve their mission and make decisions. Provides agencies with a clear vision and strategic direction to modernize agency records management program (s). The courses focus on using records management as a tool for support-ing agency business processes. Download the . That is to say, an arrangement was given them by the agency of origin while it built them up day after day, year after year, as a systematic record of its activities and as part of its operations. The 1889 City Charter specified that. equipment or storage media are just a few of the benefits that good records management can help achieve. Where they exists, all such records are also subject to the requirements clause 7. Simply put, records management is the management of an organization’s information throughout its lifecycle. In. a. It involves managing the scope, time, cost, quality, and. A GLABs online időkapu és rakodás management rendszer a Colibree Design & Development Kft. Preservation of records. c. S. January 1, 2023, through June 30, 2023. JKO Help Desk - 757-203-5654. Section 1. ISO 30301:2011 Information and Documentation – Management Systems for Records – Requirements. An aspect of records management that determines how long records need to be kept. Archives and Records Management Resources. Records management is the process of identifying and protecting evidence, which comes in the form of records. 1. We are pleased to announce the publication of NARA’s Federal Agency Records Management Annual Report, 2019. Our records management system, VitalWeb, enables you to manage records, request service, search for files, add new records, order document deliveries, and more. retention period The length of time a record must be kept to meet administrative, fiscal, legal, or historical requirements. This model, which requires documentation for major elements of the quality system, is also included in the ISO 14000 standards. 001, Records Management to receive training on properly identifying and managing their official Federal records. It was shown that electronic records management systems provide good results for achieving the records management goals of GIS. Az érkezéstől a távozásig több szempontból is segítségünkre vannak a GLABs funkciói:Objectives Once the agency has reviewed its functions and recordkeeping requirements and practices and has inventoried its records, it is ready to evaluate those records and prepare draft disposition instructions. Ismerje meg Rakodás management szoftvereinket! Lépjen kapcsolatba velünk! Kérjen DEMO-t, hogy megtapasztalhassa Önnek miben tudnak segíteni szoftvereink! Kérem a Demót! A GLABs egy logisztikai megoldás a gyártó és raktározó cégek számára, amellyel kezelhető az összes szállítmányozási és rakodási feladat. Records management allows your business to respond promptly and effectively to lawsuits and complaints. Storing records in the cloud allows your organization to: Reduce office clutter. The records management process is the records lifecycle from creation, usage and maintenance, to destruction or archival preservation. Records management is an organized approach to the administration of documents throughout their life cycle. 1 Develop or hire information management professionals. Appoints the DHS Senior Forms Management Officer. Coverage of Records Management Journal (RMJ) spans records/information creation and capture, organization and access, preservation and disposal, systems design, information governance and risk. According to the content management experts at TechTarget, records management is the “supervision and administration of digital or paper records, regardless of format,” and includes such activities as “the creation, receipt, maintenance, use and disposal of records. The Policy and Outreach Program champions the critical importance of Federal records management across the Federal Government. 20503 . Is there a fee for the FCRM exam? An application fee of $50. It encompasses the policies, procedures and organisations adopt to ensure that the information in their records is accurate, secure and accessible when required. RECORDS MANAGEMENT PROCESSES contd. gov with any questions about this page and NARA's Federal records management guidance. The secretary of the Air Force can override the Federal mandate on the need for having a. for implementation and ongoing operation of an effective Records Management program at the Department and Component levels while allowing flexibility for establishment and implementation of. What GAO Found. Although file plans can differ across organizations, they typically: Describe the kinds of items the organization acknowledges to be records. Our records management services will keep you compliant, and keep your information secure and accessible. d. Records management is defined as the process “responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Mission: Certify professionals by validating their knowledge and experience in modern Records and Information Management (RIM). This includes complying with state and federal laws and regulations, identifying vital records, and implementing strategies for preserving information and records of long-term value. The Records management settings option is visible only to record management administrators. The Basics of Records Management is intended to serve as an effective introduction to records management and a useful guide to the ways in which Florida’s Records Management Program can help you achieve your goals. Recommends to the DoD CIO any revisions to records management functional baseline requirements to be incorporated into Reference (i). Arizona State University recognizes the need to effectively manage its complex enterprise while at the same time preserving its history. Courses completed in TWMS and NeL are automatically recorded in your electronic training record. Online időpontfoglaló megoldásunk ezt az alábbiak szerint teljesíti. Videos. gov. The life cycle usually consists of three stages: Tools for maintaining and using records include file plans, indexes, controlled vocabularies, taxonomies, data dictionaries, and access and security procedures. It is a big part of keeping your business organized and easy to run. Records management is “responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”. Purpose. Another factor to consider when choosing the best tools or software for records management is the costs and benefits of each option. B. S. The legal definition of a Federal record can be found at 44 U.