Records Management

THE IMPORTANCE OF INFORMATION TECHNOLOGY & RECORDS MANAGEMENT

Information technology must be managed and must be recognized as a vital asset to our local government.  Consistent with its principle, information technology is an indispensable tool of modern government that each state agency must use and must seek opportunities that will increase the quality of the services we provide to reduce the overall costs of government.

Management of Information Technology is the proven planning, budgeting, organizing, directing, training, evaluating and other control activities associated with information technology applications and functions.  The management of the department includes procedures, equipment, software, and data (which is maintained to collect, record, process, store, retrieve, display and transmit information).   Management also involves personnel and contractors/vendors. 

Records Management provides the procedural infrastructure that ensures information is preserved, and when appropriate, destroyed.  Records Management evaluates the information that Information Technology systems produce.  The evaluated information is through all media and has legal, regulatory, operational and historical factors.  By recognizing that all information is not equal, the records management aspect of the department handles how the record is kept, for how long, and what location and formation the data should be kept in.

Information Technology and Records Management must blend together to coordinate and ensure that records, regardless of format, are available to the end user and managed properly.  This process then ensures transparency, accountability, and ultimately provides for substantial cost savings.    

By assessing department’s information processes, the Director and the IT team are able to formulate new ways of doing business and completing processes.  This enables the team to set up new systems which will in turn increase productivity and ensure efficiency.  Both increases in productivity and efficiency will ultimately lead to cost savings based on better output.  Often, by changing business processes, the department is able to take on more challenges and complete different, or more comprehensive, tasks. 

Supporting the Technology and Records Management Department serves as protection to both the local government and its residents.  The mission of the Department is to create an environment within town government that is responsive and responsible to the public.