GARP - The Principle of Transparency

Clearly Understood Recordkeeping Creates Clearly Understood RecordsThe eighth and final Generally Accepted Recordkeeping Principle deals with Transparency.  ARMA’s guidelines, found in the download section of our website, state:  “The processes and activities of an organization’s recordkeeping program shall be documented in an understandable manner and be available to all personnel and appropriate interested parties.”

All organizations must keep records, and the processes used to create and maintain those records should be clearly outlined and understandable, as well as available to legitimately interested parties. 

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GARP - The Principle of Disposition

Destruction of Records Must Maintain ConfidentialityThe seventh Generally Accepted Recordkeeping Principle covers Disposition.  ARMA’s guidelines, found in the download section of the CanDox website, state:  “An organization shall provide secure and appropriate disposition for records that are no longer required to be maintained by applicable laws and the organization’s policies.”

At the end of a record’s useful life cycle, it must be designated for disposition.  In many cases, this means destruction, but could also mean that files are returned to clients, transferred to another organization, or transferred for ongoing preservation to an archive or records management firm. 

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GARP - The Principle of Retention

Proper Records Retention Minimizes Risk & CostThe sixth Generally Accepted Recordkeeping Principle deals with Retention.  ARMA’s guidelines, found in the download section of this website, state:  “An organization shall maintain its records and information for an appropriate time, taking into account legal, regulatory, fiscal, operational, and historical requirements.”

It is vitally important to know what records you have, how long to keep them, and when to get rid of them. 

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GARP - The Principle of Availability

Access to the Right Information at the Right TimeThe fifth Generally Accepted Recordkeeping Principle deals with Availability.  ARMA’s guidelines, found in our download section, state:  “An organization shall maintain records in a manner that ensures timely, efficient, and accurate retrieval of needed information.”

The records an organization keeps are only as good as they are available.  A misplaced, misfiled, or lost record is about as useful as never having the information in the first place. 

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GARP - The Principle of Compliance

Recordkeeping Policy Must Comply with CRA's Laws and RegulationsThe fourth Generally Accepted Recordkeeping Principle deals with Compliance.  ARMA’s guidelines, found in the download section of this website, state:  “The recordkeeping program shall be constructed to comply with applicable laws and other binding authorities, as well as the organization's policies.”

According to policy, and according to law – simple as that.  Or is it?

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