Key Performance Indicator (KPI)
A Key Performance Indicator (KPI) is a quantifiable metric used to measure how well a records management program meets defined objectives such as compliance, timely disposition, and accessibility against an agreed target.
Key Performance Indicators (KPIs) are the measurable signals an organization tracks to judge whether its records management program is actually achieving its goals rather than simply existing on paper. Each KPI pairs a metric with a target and a reporting cadence, turning policy commitments into evidence that auditors, executives, and oversight bodies can review.
In recordkeeping, KPIs matter because compliance is a process, not a one-time event. Common examples include the percentage of records dispositioned on schedule, the share of records with complete and accurate metadata, average time to fulfill an information request, and the proportion of email or messaging content properly captured into the system of record.
A KPI differs from a raw metric: any count is a metric, but a KPI is the small set of metrics chosen because they reflect strategic outcomes. For instance, “total records stored” is a metric, while “percent of eligible records destroyed within 30 days of their retention period ending” is a KPI tied directly to a retention and disposition obligation.