The Evolution of Records Management
Organisations are facing a rapid evolution in how they manage records. As digital repositories grow exponentially and risks become more complex, automation and AI-driven classification have become essential for maintaining compliance, security, and efficiency. Records management is no longer just about storage; it is about securing and intelligently leveraging data to support enterprise-wide security and productivity. With the increasing regulatory pressure, AI tools are amplifying the role of records managers, not replacing them, by providing oversight and ensuring compliance in a more dynamic environment.
The importance of records governance is shifting. Traditionally viewed as a preservation function, modern records management now focuses heavily on security, adaptation, and resilience. Organisations must delete risky records promptly and make sensitive information easily searchable and interoperable. Poor data retention and weak findability have led to significant breaches, such as the Equifax and Optus data leaks, which underline the importance of proactive management. To mitigate such risks, organisations are embracing AI to improve the discoverability and compliant disposal of records.
The traditional reliance on standalone records management systems is becoming outdated. With the shift towards AI-driven, integrated compliance models, records governance is becoming automated and seamless within business processes. This "manage in place" approach ensures that records are classified, secured, and disposed of in real time with minimal manual input. As governments and international bodies push for stricter data governance, AI is increasingly becoming the new standard in records management, with organisations leveraging low-touch AI to reduce costs, increase accuracy, and improve overall security. Records managers are evolving into key strategic roles, overseeing AI systems and guiding organisations through the complexities of data protection and risk management.