To clarify responsibility for retaining records and to reduce file management overhead in other offices, the Records Administrators and Records Coordinators should collaborate to designate the official record responsibility between department offices.

This is especially important when using an Enterprise Content Management system, as only a single document (the official record) should be stored in the appropriate repository. System security management determines who in the agency can or cannot access or modify the document.

Besides management functions, an Enterprise Content Management system provides the added benefits of reducing storage space, equipment, retention management and associated costs.