Myth 1: Records are just Files
In many Ugandan organizations today, records are treated casually. They are stacked in boxes, hidden in cupboards, buried in emails, or scattered across computers. To many business owners and managers, a record is simply a file, something kept “just in case.” This mindset is not only wrong; it is costly and hazardous.
Myth 2: Records are Storage Burdens
A record is not just a piece of paper or a digital document. A record is evidence. Why?
It Represents
- A decision that was made
- A transaction that occurred
- A service that was delivered
- A right that was granted
- An obligation that must be fulfilled
When auditors arrive, when disputes arise, when regulators demand accountability, or when management needs facts, not opinions, records speak on your behalf.
If your records are missing, incomplete, unreliable, or inaccessible, your organization loses credibility, money, and trust, and therefore, an integral strategic resource in the organization
Myth 3: “As long as we keep files somewhere, we are compliant.”
Well, this may seem convenient, but it’s not records management. True records management ensures that records are:
- Authentic, proven to be genuine
- Reliable, trusted as accurate
- Complete, containing all necessary information
- Accessible, available when needed
- Secure, protected from loss, tampering, or unauthorized access and permissible under the law.
The above is what makes a record a record and not data, not information and without structure, policy, and professional oversight, files quickly become liabilities instead of assets.
Myth 4; Records management is an administrative expense.
Say no to this because the reality is that records are a strategic business resource. They protect revenue, preserve institutional memory, support growth, and enable digital transformation. Without proper records management, even the most advanced systems fail.
Why take on the burden to keep records
- survival in the big data era
- Competitive advantage
- Faster service delivery
- Better decision-making
- Reduced operational risks
- Stronger legal protection
- Improved customer confidence
- Regulatory and audit compliance
- Reduced costs (litigation, costs relating to bad decisions due to lack of facts, among others)
The list of music you will have to face for not embracing the burden to manage your record assets systematically is endless
My last Call
Whether you are a government entity, private company, NGO, SACCO, school, or startup, the question is not whether you have records; it is whether your records are working for you or against you.
This is where professional guidance matters. Embrace WHT Record Link Global as your partner to help you streamline your records management needs for efficiency, optimum operation, and accelerated growth.
Your Records Assets should work for you not against you. (By Nasser Wangubo)
