The Records Management Business in Japan
| DOI | https://doi.org/10.1108/eb060901 |
| Published date | 01 February 1991 |
| Date | 01 February 1991 |
| Pages | 40-42 |
| Author | Tsubosaka Tatsuya |
| Subject Matter | Information & knowledge management |
The Records Management Business in Japan
Tsubosaka Tatsuya
The Background of the record management business
A view is held that the information society equals a society with a surplus of
information, or overflowing with information. On the other hand, all walks of
business and government agencies have come to consider management
information an indispensible "management resource", along with those
resources of people, money and things, and there has come to be a demand for
efficient management of it. All organizations are grappling in earnest with office
automation, to preserve and raise their productivity. In concrete terms, they
are striving to accelerate the construction of data bases, as well as to be able to
look up necessary information promptly and accurately, and to plan for the
cummunalization of business know-how. They are also devoting energy to
stemming the flood of papers in the office, to the efficient use of space, and to the
improvement of the environment. To succeed in these efforts, they must
rapidly remove obstructive factors, and carry out basic preparations for Office
Automation and office renewal.
We may list the main obstructive factors as follows: (1) being burdened
with unnecessary papers or papers of limited use, and with old models of
office automation equipment; (2) cramped office space and disorderly lay-
out; (3) difficulties arising out of relying on individuals for information
reference; (4) lack of responsibility for important information. One potent
and practical method which can solve these problems totally is records
management. Originally, its roots lie in America, but it has come to be highly
thought of in our country too in recent years, with the progress of office
automation.
Record management can be expressed as a total system in the following
points:
- Standardization of processes and equipment in handling records ->
shortening of working time, prevention of errors, acceleration of mech-
anization.
- Use of lifespan management based on value judgements on the in-
formation -* establishment of control of volume of information (records),
and of disposal and transfer systems.
- Being thorough about "original text-ism" (official records) -> eliminates
duplicate storing, leads to safe storing of vital or archival records.
- Providing scientifically analysed basic resources on office work, appliances
and file materials at the time of introducing office automation equipment
and office planning methods.
- Application of the system being possible regardless of the record material
used - paper, microfile, magnetic tape, disc, etc..
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