Definition Files Management vs Records Management - What are the distinctions?

K

kurakding

I hear these words often. How do you differentiate between Files Management and Records Management?
 

Marc

Fully vaccinated are you?
Leader
Where have you seen "Files Management" cited?

Off hand, I would think Files Management would refer to computer (electronic) files in general which would include electronic records if they are computer files.

Records Management would be any record, paper or electronic.
 

Wes Bucey

Prophet of Profit
I haven't seen the term "Files Management" applied in any Quality Management System Context, but individual organizations could have adopted the term or that something similar to Marc's surmise - something to do with managing files on computers - is in effect.

If not, some folks could merely be making a differentiation (if the terms exist simultaneously in the same organization) between ALL files and specialized files called "records" (documentation of completed activity.)

Why not tell us more about the context and location of where you have seen these terms? Are they used simultaneously in the same organization?
 

Wes Bucey

Prophet of Profit
I have heard from my Boss.
Seems like an ideal time to acquaint your boss with one of Deming's 14 points - Remove Fear - by asking HIM to differentiate for you. Are you afraid to ask him? If yes, why? If not, why did you waste time coming to the Cove? In the long run, if he's the boss, ONLY his definition will satisfy him!
 

jkuil

Quite Involved in Discussions
A file can consist of a number of records.

E.g.
  • in clinical studies you have a trial master file for which the GCP regulations define the required content
  • in medical devices you have the design history file specifying the evolution of the design
  • etc

With file management you could mean how a document control system assures that records are linked to a specific file. Records management is the control of the life circle of a single record.
 

Marc

Fully vaccinated are you?
Leader
A file can consist of a number of records.
True. I was remiss in not thinking about "files" in that sense. If we look at a "file" in that sense we can also think of other types of files. You cited medical device technical files and clinical study files, and there are many types of "files" in a company which in part will depend upon the specific company and what its product(s) and/or service(s) are. How a type of file in this sense is controlled will depend upon each specific company's internal systems.

We are back to the OP (kurakding) finding out what his boss meant by the word "files".
 

harry

Trusted Information Resource
Years back, when the office and especially the filing system were left to the secretaries, my understanding was as follows:

Files management - daily activity in managing the active files and active files are those in current use.

Records management - determining when a file is no more active and storing (archiving) and managing then in the storeroom or other storage area.
 

Marc

Fully vaccinated are you?
Leader
Same exprience here, Harry. There was also the aspect of 'local' (such as in departmental and individual {responsible person}) document / files control in addition to a centralized document control 'department'.

Before desk top computers started becoming commonplace in the 1980's document control, especially in large companies, was usually a relatively big operation. I can't say I miss the days of typewriters and paper.
 
K

kurakding

Are you afraid to ask him?

I asked my Boss about Files Management. He said it is a logical system, placing them in a storage container in correct sequence & retrieving the information for easy reference use. e.g. 1) identification and tagging of filing facilities and equipment (filing cabinets, drawers, racks, and shelves); 2) sequence of filing (top to bottom/left to right); 3) files conversion procedure; 4) label contents, etc etc.
 
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