The History of Records Management

The formal practice of records management has a surprisingly interesting history. Over a century ago, attitudes and processes were far less methodical, and records were retained in a haphazard fashion – if at all. Changing laws, technologies and the needs of an increasingly interconnected world have spurred businesses and governments to improve their record management systems in recent decades.

In this blog, we’ll look at a brief history of records management going back in time to the late 19^th century. Our timeline will highlight a number of firsts: when businesses and governments adopted formal records management procedures, when they outsourced their needs to an external specialist, and when records went digital.

Late 19^th century to early 20^th century

In the early history of records management, there were simply no set rules or regulations governing records retention. Businesses and governments held onto documents according to their own individual needs. Practical considerations like finance, space and resources played a huge role in determining how records were kept – and for how long.

As soon as records were no longer necessary, or if storage costs became too costly or inconvenient, they were tossed. There were no formal processes or legal guidelines for their destruction. Records were disposed of in much the same way they were stored; in whatever fashion best served the business or government in question.

However, efforts were afoot to solidify records management best practices. In the UK in the late 19^th century, three government bodies came into effect to pass laws that would regulate the retention of specific records.

The Public Record Office was created in 1838 to focus on the preservation of key public records. Its mandate included making sure these records were accessible to researchers.

The Royal Commission on Historical Manuscripts was appointed in 1869 to regulate the retention of private records as per the functions of the Historical Manuscripts Commission.

Her Majesty’s Stationery Office was founded in 1786 and, since 1889, has operated as the holder of the Crown copyright and official printer of all Acts of Parliament.

Mid-20^th century

The post-war economic boom in the 1950s and 1960s had a positive impact on businesses across the board. As a result, a number of specialised document storage facilities were established countrywide.

To begin with, most records management firms operated in a specific area and served only local businesses. However, before long, a growing number of records management companies began to provide services that linked different areas. These companies built warehouses in prime locations in various cities and towns and invested in trucks. This enabled them to pick up and deliver documents between branches and meet the records retrieval needs of bigger clients with more geographical spread.

The digital age

The introduction of computers into the business world in the 1970s changed records management significantly. Word processing software produced volumes of documents at a rapid rate. An increasing rate of document production and the development of document retention laws stimulated the need for even more sophisticated levels of records management.

New laws soon came into effect to provide some guidelines, specifically to ensure that businesses retain records for certain time periods. Around this time, records management firms began to digitise files and store them electronically.

The 1980s were characterised by further technological breakthroughs, such as bar code scanners. This revolutionised records management and security; with a barcode affixed to each box or individual file, scanners could now keep track of a document’s whereabouts and provide easy identification.

The compact disc (CD) also became widely available. This allowed businesses to store thousands of documents on a portable disc. Suddenly businesses had more office space and fewer costs associated with paper document retention.

In the late 20^th century and early 21^st century, the invention of digital scanners means that documents can automatically be converted into digital files. This is an enormous time-saver. As we look to the future, the office is becoming increasingly paperless and reliant on digital solutions. At the same time, data privacy and security sit firmly atop the list of challenges for many businesses – and they must now ensure compliance with the General Data Protection Regulation – the biggest legislative shakeup of its kind for 20 years.

Find out how our convenient and affordable document storage solutions can help your business. Contact Access Records Management for more information today.