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Physical controls may be used to keep confidential records secure – personnel files, for instance, which hold sensitive personal data, may be held in a locked cabinet with a control log to track access.Digital records systems may include role-based access controls, allowing permissions (to view, change and/or delete) to be allocated to staff depending on their role in the organisation.The ISO 15489-1: 2001 standard ("ISO 15489-01") defines records management as "[the] field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records".An organization's records preserve aspects of institutional memory.Once declared, a record cannot be changed and can only be disposed of within the rules of the system.Records may be covered by access controls to regulate who can access them and under what circumstances.
This organizational definition of record stems from the early theorization of archives as organic aggregations of records, that is "the written documents, drawings and printed matter, officially received or produced by an administrative body or one of its officials". A record is a document consciously retained as evidence of an action.
File maintenance may be carried out by the owner, designee, a records repository, or clerk.