Skip to main content

The Importance of Monitoring Access to Organizational Archives

In any organization, the preservation and management of archives is a task that requires meticulous attention and responsibility, particularly when it comes to monitoring who accesses these valuable records. As a record manager, one of the crucial aspects of the role is ensuring that the access to archives is both controlled and recorded. This blog post explores why it's essential for record managers to keep track of who accesses organizational archives and the benefits this control brings.

By the way, I designed an Archives Log Book that can help record keepers monitor who accesses their archives, especially the ones stored on-site in boxes or file cabinets: https://www.amazon.com/Archives-Log-Book-Organizational-Unauthorized/dp/B0B35H8P6L

 Protecting Sensitive Information


Organizational archives often contain sensitive information, which could include personal data, confidential business strategies, legal documents, and financial records. Unauthorized access to such information can lead to data breaches, resulting in legal repercussions and damage to the organization’s reputation. By monitoring access, record managers can ensure that only authorized individuals have access to sensitive records, thus safeguarding the information contained within these documents.

 Ensuring Accountability


Keeping a log of who accesses what in the archives ensures a level of accountability. If documents are altered, misplaced, or damaged, having a record of who accessed them last can help in identifying how such an incident occurred. This is not only important for internal investigations but also builds a culture of responsibility and transparency within the organization.

 Maintaining Integrity and Authenticity


Archives are valuable because they serve as an accurate historical record. To maintain their integrity and authenticity, it is crucial to control who can view or handle these documents. By monitoring access, record managers help prevent unauthorized alterations and ensure that the archives remain true to their original state. This is essential for historical accuracy, legal compliance, and maintaining trust in the documentation system.

 Complying with Legal Requirements


Many industries are subject to regulations that require meticulous record-keeping, including who accesses these records and when. For example, industries like healthcare, finance, and public service have strict guidelines on document handling and privacy. Record managers must track access to comply with these legal standards and avoid potential fines or legal challenges.

 Facilitating Efficient Archive Management


Tracking who accesses archives also helps record managers understand how the archives are used. This information can be crucial for making decisions about the organization and management of the records, such as determining which documents are accessed frequently and might need more robust preservation methods or which areas of the archive require improved accessibility.

 Enhancing Research Opportunities


For organizations that allow external researchers to access their archives, such as universities or public institutions, tracking access is crucial. It helps in understanding the research needs and interests, thereby guiding decisions about future acquisitions or changes to the archive’s organizational structure. Additionally, knowing who is accessing what and why can lead to opportunities for collaboration and development in various research fields.


For record managers, monitoring who accesses organizational archives is not just about control—it’s about protecting and preserving the integrity of the information that defines the organization. Here's a good log book I made to help you do just that: https://www.amazon.com/Archives-Log-Book-Organizational-Unauthorized/dp/B0B35H8P6L


By effectively managing access, record managers ensure that archives remain valuable, reliable, and secure resources both now and in the future. This diligent oversight not only meets legal and ethical standards but also supports the organization's ongoing ability to learn from its past, operate in the present, and plan for the future.
Labels:

Popular posts from this blog

10 Benefits of Becoming a Board Topnotcher in the Philippines

Becoming a board topnotcher in the Philippines is a highly esteemed achievement that can have significant benefits for an individual's professional and personal life. These benefits span across various aspects, including career opportunities, personal growth, and societal impact. 10 Reasons Board Topnotchers are a Big Deal in the Philippines 1. Enhanced Career Opportunities : Achieving topnotcher status in board exams in the Philippines often opens doors to a plethora of career opportunities. Many employers, particularly in competitive fields such as engineering, accountancy, and law, view topnotchers as individuals with exceptional capabilities and a strong work ethic. As a result, topnotchers often receive job offers from prestigious firms, government agencies, and private corporations. Additionally, they are frequently offered higher starting salaries, leadership roles, and opportunities for advanced training and education. 2. Professional Recognition and Credibility : Topnotche...
Read more

How Important is Proper Document Control in ISO Accreditation?

If your organization is working toward ISO accreditation—or trying to maintain it—you’ve probably heard the phrase document control more times than you care to count. But before your eyes glaze over, let’s break it down. ISO standards (like ISO 9001 for quality management, ISO 14001 for environmental management, or ISO 27001 for information security) are built on the idea of consistency, traceability, and accountability. None of that works without proper documentation. And documentation doesn’t stay proper on its own. It needs structure. That’s where document control comes in. So, how important is it? In short: it's everything. What Is Document Control in the ISO Context? Document control refers to how an organization manages its critical documents—such as procedures, manuals, forms, and records—so that they are: Correct (the latest version) Accessible (to the right people) Secure (from unauthorized changes) Traceable (who approved, changed, or accessed them)...
Read more

Better Library Shelfing by Colocation: Grouping Similar Items

As librarians, we've all faced the challenge of making the most of our shelf space. It's like a puzzle, figuring out where each book belongs so that people can find what they need without a treasure map. This is where colocation – or putting similar things together – comes into play. It's a simple idea, but it can make a huge difference in how we manage our shelves and help our library users find their way around. Let's talk about how this approach can make our libraries more user-friendly and efficient. Why Colocation Matters  Imagine you're looking for a cookbook. You go to the section where cookbooks are supposed to be, but instead of finding them all in one spot, they're scattered all over. Some are with the gardening books, others are near the science fiction. Frustrating, right? That's the problem colocation solves. By keeping similar items together – all the cookbooks in one place, all the science fiction in another – we make life easier for everyone....
Read more

5 Books That Make You Better at Getting Things Done

1. The Power of Full Engagement by Jim Loehr and Tony Schwartz This book says energy is more important than time. Weird, right? But it makes sense. The authors say we should work like athletes — focus hard for a bit, then take real breaks to rest and recharge. Instead of running on empty all week, you learn to build routines that give you energy, not drain it. Basically, it’s saying: stop acting like a robot and start acting like a human who takes naps. 2. Getting Things Done by David Allen If your brain feels like a messy desk full of sticky notes, this book is your cleaning guide. David Allen teaches you how to put every task, idea, or reminder somewhere safe — so your mind can finally relax. Once you’ve written everything down, you can actually focus on what’s in front of you instead of wondering what you forgot. It’s for people who want to feel calm, in control, and slightly smug about their tidy to-do lists. 3. The Effective Executive by Peter Drucker Peter Drucker is...
Read more

Your City Needs Its Writers: 3 Steps to Improve the Writing Culture in Your City

There is a La Union Books and Arts Exhibit right now at the SM City La Union, and this got me thinking. Every city has its share of storytellers. Some write novels. Some write long social media captions that probably should have been novels. I personally think a city with no active writers feels a bit empty, like a place that only knows traffic and billboards but has no imagination. A writing culture is not optional. It is the difference between a town that thinks and a town that merely exists. If you want to encourage a writing culture where you live, start by following these 3 steps: Step 1: Make writers visible. Invite local authors to your library, schools, community centers, and yes even your neighborhood book clubs. In fact, book clubs are one of the easiest groups to involve, because they already read, already discuss stories, and usually already have snacks. A sponsored book club event featuring a hometown author can do more for visibility than a month of posters. And honestly,...
Read more

Side Hustles for People Who Rarely Go Online

If you barely have enough time to go online, you'll want a side hustle that's low-maintenance, flexible, and doesn't require constant attention. Here are a few options: Print-on-Demand Store : Create simple designs for t-shirts, mugs, or notebooks. You can use platforms like Redbubble or Teespring, where they handle printing, shipping, and customer service. Your main task is to create and upload designs, which can be done in short bursts of time. Selling Digital Products : If you have expertise in a particular area, you can create digital products like eBooks, templates, or printables. These can be sold on platforms like Etsy, Gumroad, or my favorite platform, Creative Fabrica. After the initial creation, the products can generate passive income with minimal ongoing effort.               Here's my online store on Creative Fabrica if you need an  example (this is also an affiliate link):  https://www.creativefabrica.com/designer/ruby-cari...
Read more

Libraries as Community Makerspaces

A makerspace increases the value of a library as a community resource. Why? It provides a place for professionals to pursue their hobbies after their work hours and to explore their creativity in close proximity to books and other resources that inspire and provoke ideas.  Traditionally, libraries are repositories of books and quiet places of reading. Modern libraries, however, have features that allow them to serve as community resources that function as hubs where people can discuss ideas and plan projects over coffee and snacks.  Makerspace events allow users to maximize the library as a community resource, as well as promote the library collection.  HOW TO CREATE LIBRARY MAKERSPACES?  The formula we use to create a library makerspace is as follows:  Theme + Collaboration + Resource/Venue Support = Makerspace success!  Theme  The theme allows the library and its collaborators to link the activity’s theme with purpose and nature of the library....
Read more

Ilokano Ancestor Worship and Other Beliefs that Still Persist

The Ilocano people are a Filipino ethnic group native to the Ilocos Region of the Philippines. They have a rich cultural heritage that includes a variety of beliefs, traditions, and practices. Some of their traditional beliefs include:    Anito Worship : Anitos are spirits of ancestors or nature that are believed to have influence over various aspects of life. Anito worship involves offering prayers, rituals, and sacrifices to these spirits to seek their guidance and blessings.    Kulam (Witchcraft) : Ilocanos, like many other cultures, have beliefs in witchcraft or sorcery. Some people are thought to possess the power to inflict harm on others through supernatural means. This belief has led to the practice of seeking protection through amulets, charms, and rituals.    Folk Healing : Ilocanos have a tradition of folk healing practices using herbs, rituals, and prayers. Traditional healers, known as "albularyos," are respected members of the community who ar...
Read more

Tips for Earning Money Online: Can Artists Do It?

Earning online has been the most fascinating aspect of internet culture for me, and I have found many avenues for this interest, the most recent and lucrative of which is Creative Fabrica . Sign up with my affiliate link if you're interested:  https://www.creativefabrica.com/ref/2135193/ Tips to Maximize Earnings Online Understand Your Audience : Cater to a niche market or specific audience to stand out. If your past projects and ideas suggest you have a good sense of what your audience might find valuable, keep doing it. How do you know? If you get a lot of likes and comments, it means people (your potential customers) are interactive and interested. Offer Value : Ensure your products provide significant value or solve a problem. High-quality content tends to attract more buyers and word-of-mouth referrals. Offering value is a crucial principle for success in any business, especially when selling products online. To "offer value" means to create products that meet a spec...
Read more

Lecture Notes on Library Advocacy, Exhibition Spaces in Libraries, and Human Libraries

Part II: Takeaways from PLAI 2018:“Connected Actions, Collective Vision: Libraries Transforming Society” 1. Lecture Title: “Your Voice Counts: Libraries for Supporting Community Advocacy” - Bibliotherapy – one way to support the community  Donate books for the waiting areas of hospitals, especially public hospitals  Storytelling for hospital wards  Support digital inclusion – provide free access to some literary materials for the less fortunate 2. Lecture Title: “Creating Experiences in Spaces: Exhibitions to Spark and Stoke Interest in the Visual, Auditory, and Print story of Filipinos” - Speaker M. Bugnosen is the librarian at the Filipinas Heritage Library (Ayala Museum) - Suggested Library Exhibits/Designs  The Secret Life of Books – art exhibit on book binding/book making, demonstrations, lectures, workshops  Revolutions Exhibit – uniforms of old soldiers  Film exhibits – digital screens show different scenes/short movies  Film screening  Poetry reading ...
Read more