There are various types of records used in an office (letter, report, voucher, various other records), these are systematically maintained and classified so that any of these records can be accessed immediately, if and when required.

Steps of Record Maintenance:

1. Creating a list.

2. Classification of the list by time. 

3. Selection of the necessary storage space. 

4. Building a maintenance department. 

5. Composition of desired devices. 

6. Appointment and training of employees.

7. Recording, classification and conservation. 

8. Investigation and control.

Benefit/Advantage of Record Maintenance and Management: 

1. Ease in Reference – 

The old records can be used, anytime, anywhere, therefore they can be used in the form of a quick reference. 

2. Legal Requirement – 

According to various laws or regulations, it is mandatory for any type of organisation to maintain its records for a certain duration of time (3 years to 8 years), hence proper maintenance of records is essential. 

3. Helpful in Future Planning – 

Future planning needs to be done to fulfil the objectives of a business, and it is only possible when previous records are kept under-hand. A task becomes easier with records.

4. Proof of Dissent Solving – 

If any dissent or conflict occurs among the workers than with the help of previous records maintained, it becomes easy to solve the issue. It can be used as evidence in such matters. 

5. Effective Control – 

Control is maintained effectively with the help of the records. It is used as a receipt of the desired information for appropriate control. 

6. Convenience in Replies – 

If someone is answerable for something in an office, then records can be of great help. It can easily be done with record maintenance.