Ethical records management serves as the backbone of a reliable and, ultimately, trustable information system.
By contrast, loss of trust can disrupt the flow of reliable and accurate information within an organization, compromise decision-making processes, and lead to legal implications and penalties. In the case of government agencies, loss of public trust can even erode the ability of an agency to fulfill its mission. Further, this erosion of trust might also expose the organization to financial risks. (We do a deep dive into the importance of trust in records management here.)
Building a trustable records management system rests on three key pillars:
- Integrity encapsulates the completeness and accuracy of records. An ethical approach to records management strives to maintain the authenticity and reliability of every record, ensuring that they are not manipulated, deleted, or altered inappropriately. Organizations must have robust policies and systems in place to prevent unauthorized modifications, as any distortion not only diminishes the value of the record but can potentially lead to legal complications and reputational damage.
- Accountability hinges on the creation and execution of clearly defined responsibilities and obligations related to records. Accountability in this context means that each person involved in records management, from creation to disposition, knows their role and is held accountable for it. It also includes maintaining proper auditing trails to trace the lifecycle of every record. This degree of accountability builds trust and reduces the likelihood of mismanagement or misuse of information.
- Confidentiality involves the proper protection of sensitive data from unauthorized access and disclosure. This includes personal data of employees, customers, and stakeholders, as well as proprietary business information. An ethical records management system prioritizes privacy and confidentiality, employing stringent security measures and data access protocols.
Implementing these pillars can be easier said than done, however.
For instance, the advent of increasingly sophisticated technologies – including automation, artificial intelligence (AI) and blockchain – offer both new avenues for bolstering ethical management of records and new challenges in handling those records. For example, AI can automate various tasks in the records management process, from classification to retention, reducing human error and human bias. However, it can also introduce potential pitfalls related to unintentional bias and transparency. Similarly, blockchain can provide immutable, transparent, and verifiable records, supporting the integrity and accountability of the records management process. It also raises questions about data privacy and the right to be forgotten.
All of this means that building a trustable system isn’t a once-and-done activity. Instead, records managers must continuously review and update policies as needed, while their organizations must continue to invest in employee training and find ways to harness technology wisely and ethically.
In this way, organizations can maintain the highest standards of ethics in records management, fostering trust and accountability in the digital age. The shift to electronics records management means the landscape of records management is evolving rapidly. This creates a great opportunity for organizations to revisit and reinforce the ethical aspects of their practices. Ensuring integrity, accountability, and confidentiality in records management not only strengthens organizational processes and reputation but also solidifies public trust.
About PSL
PSL is a global outsource provider whose mission is to provide solutions that facilitate the movement of business-critical information between and among government agencies, business enterprises, and their partners. For more information, please visit or email info@penielsolutions.com.