It’s everyone’s business
by MORETA FORDE
FIVE-PAGE FEATURE
WEDNESDAY, APRIL 9, 2008.
by CHERRI-ANN BECKLES
BARIM IMMEDIATE
PAST-PRESIDENT (ARCHIVIST)
IN BARBADOS, there are many
well established, long-standing
businesses that have made
significant contributions to the
advancement of Barbadian society
throughout the years.
These contributions are
unknowingly enshrined in some of
the records that have accumulated
as a result of their business activity
over time. Corporate records,
regardless of their form, are
initially created, received and
maintained by businesses in
pursuance of their objectives and
obligations, providing evidence of
their daily transactions and
activities.
However, as time passes, some
of these records accrue secondary
values by revealing the history and
development of the business within
records are accurate, authentic,
CHERRI-ANN BECKLES
the Barbadian context. In other
words, a small percentage of
business records are archival,
possessing enduring
administrative, legal, fiscal,
cultural, intrinsic, artifactual or
historical value and thus they
become a vital part of the history
MORETA FORDE
and heritage of the business and of
the nation.
Tragically, many businesses in
Barbados have lost significant
proportions of their valuable
archival materials due to
inappropriate storage and
indiscriminate destruction of these
records. The absence of a
comprehensive records
management programme means
that they are unable to properly
appraise their records in order to
determine which ones have
permanent or enduring value.
Additionally, Barbadian
businesses, as well as many across
the region, have not understood or
embraced the concept of
preserving corporate memory
through the establishment of a
Business Archives. This practice is
already deep-rooted in the
developed world where reputable
and respected businesses recognise
the benefits and value of taking
PRESIDENT, BARIM have integrity and be useable.
In driving value in businesses, it
THIS YEAR’S theme focuses on the must be understood that a record
importance of records and must be made – captured for
information to businesses and why purpose and intent and kept in a
management and staff should see proper medium be it in paper,
them as key to the functioning of electronic or a hybrid system.
the company. Accurate records and sound
Records and Information information management practices
management is everyone’s business can give a company a competitive
and companies should ensure that advantage and assist in maximisation
of profits.
With a good system, decision are
documented and stored for easy and
quick retrieval.
Such documentation provides
evidence which could be used to
justify certain actions, if the
special care to preserve their company ever faces litigation or a
archival records both old and new. customer/client wishes to challenge
Preserving corporate memory a decision.
through business archives Another way of driving value in
enhances the ability of business is proving the authenticity
directors/managers to make of records and information.
accurate, sound and informed There must be proof of who
decisions by providing historical created or sent the record; that
context and perspective. Valuable it was distributed in a timely
lessons can be learnt from business manner and the actual record
archives on the ‘dos’ and ‘don’ts’ of and information are what they
business in order to avoid purport to be.
repeating the same mistakes or bad The assurance that a record
decisions and/or improve on past has integrity is another way of
good ideas. driving value in business.
There is also the added benefit It must be proven that the
of being able to demonstrate the data was never altered and
longevity of the business, thereby followed an accepted record and
improving the image of the
information management
business as an experienced, process – creation, retention,
trustworthy and reliable one.
disposition.
Putting the past to work for your Additionally, access to
business today should be seen as
records should be granted to
an investment in the future authorised persons only.
success of any
business.

by BRIAN COZIER
BARIM EXECUTIVE/FLOOR MEMBER
ISO 15489 definition of a record: A
“record” is information created, received,
and maintained as evidence by an
organisation or person in the transaction
of business, or in the pursuance of legal
obligations, “regardless of media”.
If we look at records and information
management in terms of its value to
business – imagine not knowing who your
clients are, who owes you money, or who
your employees are.
It would be impossible today for any
business to survive without accurate
records, stored and maintained in a way to
keep them current and easily accessible.
The basic process
All businesses therefore need to collect
information that due to the nature of their
operations and functioning are necessary.
That information needs to be easily and
quickly updated.
The information collected should also
be accessible by all of those in the
organisation who require it.
In addition, that information should be
properly disposed of when it is no longer
required.
I will try to demonstrate how each of
MIDWEEK NATION. WEDNESDAY, APRIL 9, 2008. 37A
the above points affects both businesses that the company must have a system to
and their clients every day. disseminate the right information to the
We take for granted that when we right people within their organisation. BRIAN COZIER
interact with a service supplier, for Having the right information but not well-managed system of identifying on an
example, our electricity supplier, they making it accessible benefits no one. ongoing basis what records can be
know who we are. You will first be asked The final point has more to do with destroyed without having a negative
for your name, address, and maybe your internal company functions than client impact on business operations.
meter number. That is because we expect servicing does. Try to imagine if an Of course, I also assume that even after
them to know who we are, and where we organisation kept every record for clients my death that the information that the
live. We expect that they have a record of past and present forever. Well the Barbados company has gathered concerning me,
us. We also do not expect to be asked about Electric Supply Company, the forerunner would be confidentially disposed of.
our blood type, as this has no relevance to to the Barbados Light & Power Co. Ltd. In closing, I hope that I have been able
the supply of electricity to our home. The opened in June 17, 1911! It would be to articulate how important records
expectation is therefore that the company unnecessary for the company to have client management is to us all, as we really take
is only collecting information that is records detailing every installation, every all of the above for granted, but it does
needed to perform the service. invoice, and every client interaction for require people, systems and management
If we are questioning a charge on our almost 100 years! to work, for all businesses to function and,
account, we expect that they have access to It is therefore necessary that an more importantly, provide a good service.
updated information, such as the last organisation has a documented and
payment we made. Today that expectation
is for the service provider to have almost
real-time data, meaning that if I made a
payment even just yesterday, I expect the
company to know that. It is also relevant
that they have historical information (the
payments that I have made over the past
12 months), but to be useful the company
must have system to constantly update
their records.
We also expect that when we call the
company’s customer service department,
the person that we are interacting with has
at least this basic information. This means
38A. WEDNESDAY, APRIL 9, 2008. MIDWEEK NATION

by EMERSON O. ST. G. BRYAN organisation to produce fact, observe an official policy

Records are recorded accurate and reliable for the disposal of its business
information regardless of information at the right time. information, and the policy is
With sound records implemented systematically research plan with legal subject to legal record-
medium or characteristics.
management in place, it is in the normal course of representative/counsel. keeping requirements. (for
Records can be defined as
less likely that the business. This can be addressed via: example; in the banking
“Information created,
received and maintained as organisation would find itself • Identifying which sector/utilities companies
evidence and information by unable to supply requested A legal research general business activities which keep customers’
an organisation or person, information. exercise may be subject to records- personal data by law).
in pursuance of legal NB. A major legal objective keeping statutes and • Examining which of the
obligations or in the and benefit of a retention A sure way of minimising regulations. organisation’s industries or
transaction of business”. scheduling programme is to or eliminating potential legal • Determining the business activities are
serve as evidence to indicate threats would be the organisation’s products or
(ISO 15489-1, 2001) • Continued on Page 40A.
that the organisation does, in development of a legal services which could be
The old saying, “What you
can’t see won’t hurt you…”
has never in the history of the
world been further from the
truth than today, especially in EMERSON BRYAN
government.
In this information age, employment of a retention
evidence of our activities, schedule should provide
present or past, professionalevidence that they have
official policies for disposing
or private, is also recorded in
electronic format. of records in compliance with
Even more significant is any legislation affecting the
the pace at which various organisation.
platforms and electronic This can help avoid certain
record storage media change. legal problems associated
Are the people managing with illegal and arbitrary
these electronic records disposal of records.
aware of vulnerabilities There are usually many
associated with new outside regulations that
technologies? oblige records managers to
Are policymakers apply consistent, structured
(including permanent management to their
secretaries) aware of their organisation’s documents.
responsibility as the These apply equally to
electronic documents.
‘responsible officers’ for the
record keeping process? A sampling may include:
These are challenges Government legislation
Barbadian policymakers and which may require employers
information professionals to destroy sensitive
across the public service areinformation (such as personal
grappling with. employees/data) after a
specified time, or keep certain
Whatever the nature of the
business, ministry or legal documents for a
department, it must be minimum period.
recognised as a vital Adhering to a consistent
underpinning. schedule of retention and
The development of a destruction will strengthen
strategy for managing the defence of an
recorded information across organisation’s records-
all platforms – both keeping, if required to do so
traditional paper-based and by any court action.
electronic – is paramount and Courts accept records as
it must conform to prevailing“evidence” if they are
legal mandates, as well as managed according to
reflect management practices corporately sanctioned
and technological options. policies and procedures.
Records management
Legal Aspects of helps identify documents that
Records should have a formal
Management: The certification process applied
Records Retention for destruction.
Schedule In some cases, the prior
consent of a CEO/permanent
A records retention secretary/or archivist may be
schedule identifies the required.
period a records series Legislation may require
must be retained in active that vital documents
and inactive storage before (essential to continuation of
final disposition to the business in the event of a
permanent storage, disaster) be properly
archival preservation, or identified, handled, and
destruction. monitored and properly
When organisations protected.
sanction the destruction of Access to
records in the normal information/privacy
course of business, the legislation may oblige an

by JANICE “CANDY”
BROWNE
FOUNDING MEMBER & FORMER
EXECUTIVE SECRETARY (BARIM)
CAMPUS RECORDS CENTRE,
UNIVERSITY OF THE WEST INDIES
HAVE YOU EVER had the experience of
trying to find an important document, for
example, an invoice to validate an exchange
transaction, a certificate to confirm a job
opportunity or educational pursuit; or even
your original birth certificate to
authenticate your existence as obvious as it
may seem?
If your answer is yes, then you have an
appreciation of the importance of records
management within the home.
Without efficient and effective
management of important and vital records
in the home, chaos will inevitably occur.
While every home may not have a fully
equipped office, it is still imperative that a
secured area be allocated for the keeping of
documents and records.
There are filing cabinets and boxes in a
variety of colours and sizes to fit the need
and décor of every household.
Here is a simple generic plan that you
can follow to start or improve the records
management system at home.
One will need a sturdy cabinet or box
(initially), along with file jackets, folders,
and labels.
The cabinet/box (under lock and key),
should be kept off the floor in the event of
flooding, and away from windows in case of
rain, and direct sunlight.
One should also invest in a sturdy
portable waterproof container that can
store and carry all the vital
(See Table at right).
Of course, each home has its
uniqueness, and there may be different
categories like sports, fashions, cuisine, law
suit, music, personal letters and so on.
I am mainly addressing paper records in
this article, but there are other forms of
records – for example, electronic records,
photographs, stamps, memorabilia and so
on – which require special methods of
storage and maintenance.
Effective and efficient management will
ensure accurate and quick access
MIDWEEK NATION. WEDNESDAY, APRIL 9, 2008. 39A
MAIN SUBJECT SUB HEADINGS (File folder for each of these)
HEADINGS
EXPENSES Valuables (Household items e.g. furniture, equipment,
etc, Vehicle, Boat,etc) Miscellaneous (Groceries,
Stationery, Clothes, Travel, Events, etc.)
FINANCE Charge Account, Credit Card Account, Magna Awards,
Savings Account, Credit Union, Insurance Company
(house, car,etc.) Income tax, mortgage, budget, pay slips, etc.
HEALTH Dental, Optical, Medical, Spa, Hair care etc. (correspondence
articles, receipts)
ASSOCIATIONS BARIM, Employee, Church, fitness club, Social Club, etc.
VITAL RECORDS All original documents re: Travel (passports),
Education, immigrant/residency status, birth,
deeds, wills, covenants, insurance, social security,
work permit, medical records, identification, etc.
EDUCATION Past papers, research papers, correspondence, receipts, etc.
JANICE BROWNE
to your records, thus saving much time,
effort, and money.
It is also important that a simple
retention schedule is practiced (for
example, bi-annually) so that records are
not kept longer than are necessary, and are
discarded in an appropriate manner – for
example by burning of sensitive/personal
information.
Without the correct management of
records in your home, you lose the identity
and uniqueness of your family.
Records not only reflect what has
happened in the past, but are available
so that planning, decision making,
performance assessments can be done,
and control can be maintained. What
would this world be like if there were
no records within the home?
My favourite book, the Bible, is a
record of several families and how
they managed their lives.
We would not know who we are,
and where we ought to be if God did
not preserve his record, the Bible.
Should you need further advice on
the efficient and effective management
of your home records, you may
contact BARIM, or email me at
janice.browne@cavehill.uwi.edu.
40A. WEDNESDAY, APRIL 9, 2008. MIDWEEK NATION

THE Barbados Association of Records and Information immediate past president

Management (BARIM), was officially launched on October 27,
2004 at the Amaryllis Beach Resort, Christ Church.
The objectives of the association are:
• To promote and advance the improvement of records
and information administration and management and related
fields through study, education and research.
• To advance professional knowledge and techniques by
sharing and exchanging experience and information related
to the field of Records and Information Management.
• To develop and advance standards of professional
competence in the field of records and information
management.
BARIM was formed in May 2004 when a group of records
professionals and practitioners met at Cable & Wireless
(Barbados), Windsor Lodge, St Michael, to discuss the idea of
a records and information association established in
Barbados.
It was spearheaded by Vera Iyatunde Forde, the current
Records and Information Corporate Administrator at Cable &
Wireless.
The first committee was established by founding members
who put together ideas for establishing the association.
The bi-monthly general meetings – on the last Wednesday
of the month – promote sound records and information
management via various presentations, and encourage
participation of all members so that information can be
shared.
BARIM has successfully coordinated three
workshop/seminars as well as other activities promoting the
discipline of records and information management.
Last month there was a social networking event: An Contact Information:
Evening With BARIM, at Cedar Court, Wildey, Christ BARIM
Church, and there will be another workshop/seminar on c/o The Archives and Records Management Programme
Friday, April 25, celebrating the month as International University of the West Indies,
Records and Information Month at Sherbourne Conference Cave Hill Campus,
Centre. Cave Hill, St Michael,
BARIM presently has on record approximately xx BARBADOS
members, and is on a membership drive to encourage greater Telephone Number: 246-417-4052
participation from the wider Barbadian community and Email Address: barim2004@yahoo.co.uk
business sector. Group: http://uk.groups.yahoo.com/group/barim2004

The Executive Committee 2007-2008 is as follows:

• Moreta Forde – Cable & Wireless Barbados – president
• Ingrid Cumberbatch – Barbados Archives –≠vice-
president
• Sharon Alexander-Gooding, assistant registrar-records,
University of the West Indies, Cave Hill (International
Director of ARMA International). ARMA (Association for
Information Management Professionals) – advisor
• Vera Forde, Cable & Wireless Barbados – executive
secretary
• Eglah Atwell – FirstCaribbean International Bank
(Barbados) – treasurer
• Helena Lyte – personal assistant, Cable & Wireless –
assistant treasurer
• Emerson Bryan – Caribbean Regional Negotiating
Machinery (CRNM) – public relations officer
• Elena Henkel – Illuminat Barbados – executive/floor
member
• Brian Cozier – Secure Shred Inc. – executive/floor
member
• Cherri-Ann Beckles – University of the West Indies –

Documenting
legal research
• From Page 38A.
currently or could potentially be regulated by government
and thus be subject to record-keeping laws and
Knowledge is power. Information is liberating.
regulations.
NB. This may be best approached by identifying
- Kofi Annan
which agency (ies) of government oversees the
organisation’s activities.
• Researching the organisation’s litigation history and
what it suggests in terms of developing future records
retention policies to better protect its interests.
• Examining what future roles legal counsel may wish Sagicor salutes the Barbados Association of Records and
in the development and operation of the records retention
programme as well as consideration of the geographical Information Management (BARIM) in its mission to promote
areas that the organisation conducts business.
the importance of using Records and Information Management
Documenting the legal research to drive the value of businesses in Barbados today and for future
It is advisable to document results of legal research
because attorneys should be provided with complete generations to follow.
documentation to determine whether the law has been
reasonably and appropriately applied.
It may be necessary in the future, to do a follow-up
exercise, or to provide evidence to regulatory officials or,
in cases of litigation, that the organisation did its best to
comply fully with all legal requirements.
Simple ways of doing this include posting the proper
statutory or regulatory citation of all legal requirements
on record inventory worksheets; making copies of
relevant laws and regulations and filing them as
supporting papers along with inventory worksheets or in
a separate file; or posting a summary of the legal
requirements on the retention schedules themselves or
on separate supporting documentation.