At Eneclann we recognise information is a vital strategic resource and that the ability to identify and access key information is essential to maintaining the efficiency of any organisation. We also recognise that the key to information management is a good records management policy. In many instances companies faced with an information management crisis believe that the first port of call is to introduce an electronic solution and call a software company. In reality having information in electronic format will not solve the problem unless a proper records management structure is put in place first.

Recent legislation and an increasingly regulated business environment has meant that records management is now not only a business or organisational priority but in many cases a legal requirement as well.

Legislation • In terms of legislation the state sector has in particular been affected by the freedom of information Act, 2000 (FOI). The FOI means that any Citizen can request information from a range of government departments and public bodies. In the private sector the Data Protection Act of 1988 means that all Irish people are entitled to know what information is held about them in electronic format and companies are required to supply such information should a request be made. In order to comply with this legislation information management and retrieval practices must be in place.

Regulation • In addition to specific legislation the business environment in all sectors has become subject to an increased amount of regulation. The ongoing appointment of sectoral regulators is designed to oversee implementation and enforcement of these regulations.

Similarly in the public sector an environment of tribunals and enquiry has meant the requirement for transparency, accountability and increased efficiency has focused attention on records and information management systems.

Decentralisation • A further issue for the public sector is the Government’s decentralisation plan. As the reality of decentralisation approaches for a government department or agency it is essential that active consideration be given to records management issues. This is especially important for the inevitable backlog of unregistered or unknown files and other ‘archives’ (on or off-site) in most state offices. The dispersal of personnel may mean that the person who ‘knows’ the current system and how to lay hands on specific files may no longer be available. Decentralisation does, however, provide a positive opportunity to address these issues and to implement systems that will prevent such backlog building up in the future.

Quite apart from the Government’s decentralisation plan, the re-location of any business or organisation provides an ideal opportunity to address problem areas and introduce new records management procedures and policies.

Business Benefits • Once in place a records management system creates an environment of effective information management that meets the ongoing organisational, regulatory, and legislative requirements of a business.
The key benefits can be summarised as follows:
• Access to key information, saving time, money and resources
• Cost savings through safe secure destruction that is legally compliant
• Regulatory compliance
• Effective corporate governance
• Business continuity in the case of a disaster

back to top