A record is a documented information in any format (such as text, picture, audio, and video) and are kept for future use. Records are stored as physical files and electronic files.

Due to space constraint and for easy retrieval of information, it very important for records to be properly managed.

Records management is the creation, review, retention, archiving, retrieval and disposal of records.

Physically stored records in file cabinets should be adequately tagged for easy discovery and protected against damage. The files can be arranged according to departments; types of files; and contents.

Electronically stored records can be saved with names that correspond with the contents for easy retrieval.

An organization can determine how long its records can be retained based on:

• Available space.
• Compliance with legal obligations.
• Importance of the information.
• Operating procedures.

An accident reports can be kept for about 8 years duration, while a former employee’s record can be kept for about 6 years and so on before the record’s destruction.

An organization should have a well defined policies and procedures to effectively manage its records and a detailed destruction processes.

Records are not disposed just as refuse, they are destroyed by incineration or by shredding.

A complete lists of destroyed records should also be kept.