Records Management - Needs and requirements

An Example

In the previous blog I mentioned “needs” in the context of records management. Now, I would like to provide an example to illustrate this. Let’s imagine a model case of an architect with his own business. This kind of office produces a lot of documents such as correspondence, contracts, architectural plans and whatever else the administrational work produces; in short, all it takes to run a business. Alone the listing of the various document types indicates different needs and requirements in terms of handling these documents. Whatever belongs to the office administration, like personnel files, bookkeeping files etc. is regulated by the Swiss Ordinance on Bookkeeping (GeBüV) and needs to be kept for 10 years. Normally, this is no problem for Swiss companies. But in our example we’re also faced with plans of the architect, the correspondence and contracts with the builders and craftsmen – nothing but the entire documentation of buildings. They follow different needs and requirements because we’re confronted with liabilities that reach way beyond the mentioned 10 years. Needs that indicate the necessity to preserve data on a long term scale, maybe unlimited.

The next time we’ll take a closer look at some of the challenges our architect needs to face.