Standards and Best Practices of a Records Management System

by Bryan Finlayson

Complying with standards is a must when establishing a records management program. This rule is especially true for municipalities and school districts.

Public institutions must adhere to state and federal guidelines for records retention and disposition, which form the standard practices to manage records by. Without standards, there is no benchmark against which to measure performance. Records get lost, and the public suffers as a result.

ARTEMIS is NJ's  online system for records retention.



In New Jersey, records management is governed by Records Management Services (RMS), a division within the Treasury Department. The goal of RMS is to create benchmarks, lend credibility to the management of public documents, provide training and support, promote cost savings, and simplify the procedures for records management. The state uses an online system, ARTEMIS, to administer records retention and disposition within municipal, county, and state agencies.

Following the guidelines of RMS is not always easy. Retention schedules are complex legal documents and there are many small details affecting document retention that can be lost on the untrained eye.

One problematic area is student records. While student records are “active”, i.e. the student is still in school, the records fall under the jurisdiction of the New Jersey Department of Education (see Administrative Code 32 for more information). However, once that student graduates, jurisdiction for their records is transferred to RMS. What’s more, the student’s files must be separated after graduation into separate folders, one for “mandated” documents and the other for “permitted” documents.

Details such as these are not readily apparent on the RMS retention schedule for student records and require some digging to discover. That’s why a program to ensure that state standards are followed with accuracy is so important to the integrity of public organizations.

There are several key ingredients to an effective program. First, the program should emphasize accountability by appointing a senior executive to oversee the program and ensure continued monitoring for compliance and improvement. Second, the records management processes should be transparent to help everyone involved adhere to and understand the fundamentals of good records management. Third, the program should ensure that documents are protected, readily available, and in compliance with retention and disposition policies.

FileBank helps your organization establish a records management program that adheres to the best industry policies and practices. We begin with a preliminary evaluation of your recordkeeping program to establish your needs. As a full-service document management firm, FileBank provides solutions for all spectrums of records management program, from simple box storage in our secure archive center to a web-based platform for managing your documents via the cloud.

Not only is FileBank useful in establishing organization-wide best practices, but we make our services affordable and accessible. That’s why FileBank is the choice of municipalities and school districts for their records management needs.

Contact a representative today to learn more about FileBank’s impressive suite of records management solutions. And remember, “At FileBank, what’s inside is safe!”

The Benefits of a Records Management System

by Bryan Finlayson

Most people don't do something unless there is a benefit or consequence in their doing or not doing it. This universal truth applies to just about anything people do, including records management.

It is sometimes easy to forget, but records management is a critical component in any organization. Without solid records management practices, organizations would lose control of their information and fail to function properly. Just think about the last time you couldn't find a document you needed at work and how much frustration and confusion that caused.

How records management programs are implemented vary depending on the organization. Records management programs at public institutions are shaped by state and federal laws that govern retention and disposition of public documents. Private businesses are generally freer to create their own rules. But wherever you are and no matter what the program is, one thing is universal: For a records management program to succeed, it must come from the top.

That's right. Upper-level management must recognize the importance of, buy into, and support records management efforts. For a records management program to succeed organization-wide, management must embrace solid information management practices. These practices are grounded in an understanding of the laws pertaining to their industry and the culture and philosophy of their business, and they should be communicated to all employees.

But what's in it for the employee if he or she manages records according to an organization's records management program? The answer is clear: A more productive workplace, easier access to information, easier decision-making, and freedom from the guilt associated with misplacing mission-critical documents.

FileBank understands the importance of a sound records management program. Our records management solutions are proven to lower costs, raise productivity, improve morale, and ensure regulatory compliance. For instance, our Jump to Digital solution covers all the critical components of an effective records management program, providing you with easy access to current records, a safe place to store legacy documents, a system to organize your physical and digital documents, and scanning for your files. All for $299 per month.

So, if you want to start managing your information effectively, give us a call. Your employees and stakeholders will thank you for it.