The guiding principle of secure records management is to ensure that information is available when and where it is needed, in an organised and efficient manner, and in a well maintained environment. Filofile provides a secure records storage facility.
Organisations must ensure that their records are:
Authentic
It must be possible to prove that records are what they purport to be and who created them, by keeping a record of their management through time. Where information is later added to an existing document within a record, the added information must be signed and dated. With electronic records, changes and additions must be identifiable through audit trails.
Accurate
Records must accurately reflect the transactions that they document.
Accessible
Records must be readily available when needed.
Complete
Records must be sufficient in content, context and structure to reconstruct the relevant activities and transactions that they document.
Comprehensive
Records must document the complete range of an organisation's business.
Compliant
Records must comply with any record keeping requirements resulting from legislation, audit rules and other relevant regulations.
Effective
Records must be maintained for specific purposes and the information contained in them must meet those purposes. Records will be identified and linked to the business process to which they are related.
Secure
Records must be securely maintained to prevent unauthorised access, alteration, damage or removal. They must be stored in a secure environment, the degree of security reflecting the sensitivity and importance of the contents. Where records are migrated across changes in technology, the evidence preserved must remain authentic and accurate.
The last point is very important. I use Ideals virtual data room to protect all data. I think it is unsafe to keep all documents on the computer hard disk. It is better to keep it in virtual cloud.
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