Records Management 101: The Backbone of Government Information

Many people believe that Records Management is about filing, storage, or “keeping things organized.” But in reality, Records Management is the backbone of how government information works, and it shapes everything from transparency to privacy to public trust.

Here are the fundamentals everyone know about RM

1️⃣ What Counts as a Record?

A record is any information created or received during government business. This includes, emails, memos, texts, Teams chats, reports, case files, datasets, videos, you name it.

If it documents an action, decision, or activity, it’s a record.

2️⃣ Records Have a Lifecycle

Every record moves through a predictable path

Creation → Use → Maintenance → Retention → Disposition

This lifecycle determines how long information is kept, how it’s protected, and how it’s eventually destroyed or preserved.

3️⃣ Retention Is a Legal Requirement

Records schedules tell agencies how long to keep information and what happens next.

• Temporary records are destroyed at the end of their retention period.
• Permanent records are preserved forever and transferred to the National Archives.

Retention isn’t optional — it’s compliance.

My next post will pertain to Records Management's Relationship with FOIA.

Want the full breakdown?

Listen to Episode 4 of All About FOIA with Dr. Moya: Records Management 101 — The Backbone of Government Information.

Related reading: More insights from Dr. Moya Hill | Explore the Unified Information Governance Model