This includes identifying, classifying, storing, securing, retrieving, tracking and. The records management manual is intended to be read by all officers, particularly those who have records management andor custodian responsibilities. If the records are maintained in the light of the principle of purpose, there may be many records which have no purpose and should not be preserved at all. Retention schedules are the cornerstone of a successful records management process. Records management as a discipline defines and applies business rules related to the creation, protection, retrieval and disposition of an organization as records over time. Understanding project management objectives indepth is the first step to success, as you will fully realize what it takes to be efficient, effective and competitive in a shifting, complex and at times unpredictable environment. It connects to functions such as management of personal information for compliance with the data protection act, information security, and information assurance. Analysis of records management and organizational performance.
Ensures the efficient, economical use of records in both active and inactive stages dictates the use of a uniform filing system, supplies and equipment records management process. Basics of records management florida department of state. This section outlines basic considerations and components of records management programs either within or organizationally separate from archival programs. Records and information management selfevaluation guide. Records management resume objective resume samples resume objective management resume objective records management resume objective this position is responsible expert and executive work in the management and maintenance of organizational record keeping systems. The primary concern of floridas records management program is the efficient. A section addressing the challenges posed by electronic discovery, foia, and the records management related changes to the federal rules of civil procedure has been added see. Records and information management powerpoint presentation. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. Electronic records and records management practices. Its a system of processes that help your organization keep up with each piece of information from the moment its created until its destroyed. Good records management practices government records service.
It includes the management of records through retention policies, classification, storage, preservation and destruction. This inventory management software helps the user in tracking inventory levels in the organization. Records management as a discipline involves records keeping. Feb 19, 2008 part 1 of a training course on establishing an institutional records management and archival collection development program for rvm schools held at the rvm regional house, singalong, paco, manila on 2002 dec. Records management is the process of identifying and protecting evidence, which comes in the form of records. Here we outline the most important objectives of a records management program. Inventory management is the art of managing the inventory in an organization. The primary objectives of records management within doe are to ensure the capture, storage, retrieval, disposal, and preservation of records that serve as documentary evidence of the work and history of. In a records management system of the highest quality electronic records should be maintained in their digital format to preserve context, digital links and dynamic relationships among information. The systems of records maintenance should be elastic.
To establish responsibilities and requirements for developing, implementing and maintaining. Records management purpose and goals university archives. Such records management standards and procedures shall seek to implement the following goals. Records management records management is the practice of maintaining records including classifying, storing, securing and destruction or archival preservation, which protects fragile historical archives and assures permanent records are accessible and readable for years into the future. Meaning, types, objectives functions and working of the stores. The records management office will proactively gather information from departments about the records they hold. Records and information management program table of contents. It is very important for management for control of records. Our files management planning manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Basics of records management florida state capitol.
The object of proper files management is to be able to find the record you need quickly and economically, regardless of its format. Information governance and records management policy. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. How we manage our records is governed by our records and information management rim policies, which are designed to protect the integrity of the information. Regular and systematic disposition of records according to a state archives retention schedule provides evidence that records which no longer exist were not. Records management is an important function of an organization. The seven attributes of an effective records management. Towards the business support function carolyne nyaboke musembe p. Jan 27, 2015 authoritys records management program and the number of issues encountered, a comprehensive audit report is presented touching upon key opportunities for improvements not only focusing on the records management program, but other related processes encountered as well. Risk management by aligning the records management and risk management programs across the agency, both business risks and recordkeeping risks will be consistently identified and addressed.
Pdf electronic records management systems implementation in. Proper records management isnt a process that happens organically. Section 7, and specifically managing email records, archival pdf images, web records, and the challenges to records management posed by web 2. The records management has the following objectives.
Records management by judith readsmith, managing the crowd. Understanding records management archives and records. Records management office will take the lead, with appropriate departmental. This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. Is rim guidance received from oversight agencies such as nara, tailored, w. Managing records as the basis for effective service delivery and public accountability in development. Implementing a records management strategy to complement. The purpose for which records are maintained should be justifiable. Document management and records management do share a common goal of business continuity. Since many vital records are kept permanently, they should be stored in an environment designed to protect them from damage. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government.
Authoritys records management program and the number of issues encountered, a comprehensive audit report is presented touching upon key opportunities for improvements not only focusing on the records management program, but other related processes encountered as well. The records analysis section provides you, our client, the following support. The specific objectives of the records management program are. Agencies can begin to manage their electronic records by incorporating electronic records into any general agency records management policies they may have in place. However, when both document and records management work toward their goals efficiency and compliance, the longevity of the organization becomes more secure. The records provide information about the organisation which is maintained in tangible form i. Knowledge management, information management document and records management complement each other and are interrelated. Records management process an effective records management system. A storehouse is a building provided for preserving materials, stores and finished goods. Files management planning records management services. Service effective and efficient, profit or costavoidance, and. A record can be tangible, such as paper and microfilm, or simply consist of digital information stored. This includes complying with state and federal laws and regulations, identifying vital records, and implementing strategies for preserving information and records of longterm value. The records are systematically maintained to preserve for future use.
Management of electronic records repositories 14 9. And software which is a computerbased system used to serve this purpose. The primary objectives of records management within doe are to ensure the capture, storage, retrieval. Pdf electronic records management systems implementation. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the.
This will allow for a common approach to the management of similar records across the organisation, thus reducing. This includes complying with state and federal laws. Records management objectives explained by docudepot. Human resource records refers to the informational documents utilized by an organisation to carry out its functions. An activity that has proved beneficial is the records management rm and the electronic records management erm. Records management should be part and parcel of the strategic function of an organisation. Is rim guidance received from oversight agencies such as nara, tailored, when. Ensures the efficient, economical use of records in both active and inactive stages dictates the use of a uniform filing system, supplies and equipment records management process an effective records. Paper and digital records each have a storage cost, and it is.
Records management consists of policies and procedures intended to ensure compliance with state records management laws and requirements, reduce costs for maintaining state records, and. Records management rm objectives usually fall into one of three categories. It is an art of handling and maintaining office records from the time of creation to disposal. To establish responsibilities and requirements for developing, implementing and maintaining an efficient and effective, naracompliant records. Simple random sampling was used to select a sample size of 30 respondents. Many college and university archival programs include records management. It is the purpose of this chapter, and chapters 21, 31, and 33 of this title, to require the establishment of standards and procedures to assure efficient and effective records management.
Records management objectives protect institutional information resources throughout their life cycle. Knowledge management is concerned with achieving organisational objectives by leveraging knowledge that exist in the organisation, whether in explicit or tacit form. Project management is a flourishing field that keeps growing in knowledge and interest at a considerable rate. Overview page 8 of 34 the records management program must align with agency processes for.
Records management and electronic records management. After the completion of purchase procedure, the next important aspect of materials management is storekeeping. Protect institutional information resources throughout their life cycle. Purpose and goals the purpose of the records management program is to promote efficient administration and management of the records of michigan state university. The 5 steps to starting a records management program. Records and information management selfevaluation guide national archives and records administration office of the chief records officer page 6 of 20 2.
Problem statements in theme 1 include recommendations for technology and tools that can support traditional pavement management applications. An introduction to core principles for staff of the world bank and its partners july 2000 the world bank international records management trust. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. The seven attributes of an effective records management program. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities. The records management strategy has a number of aims and objectives which. Shortcomings in either practice can contribute to the downfall of the entire organization. Records are assets as they represent accumulated intellectual capital of organizations.
In this section, you can learn about how to define a record, and what the records lifecycle looks like. Prevents the creation of unnecessary records and unnecessary copies of those records. Where there are areas of common interest across a number of departments, the records management office will take the lead, with appropriate departmental consultation, and produce generic highlevel guidance for recordkeeping and. Records management is an administrative function that maintains an organizations records.
The system may be changed as and when on account of changing requirements of the business organization with out difficulty. Every business or program must address welldefined objectives which will add value, either directly to the bottom line or toward the achievement of the organizations goals and objectives. Destruction of paper records at bcit 16 forms associated with this procedure 18 amendment history 18 who this procedure applies to bcit employees procedure 1. To implement a costeffective departmentwide program that provides for adequate and proper. In a records management system of the highest quality electronic records should be maintained in their digital format to preserve context, digital links. Records management is most successful when these connections are recognised in internal arrangements. The records management handbook provides federal employees and contractors basic guidance for the handling of department of energy doe records and related materials. For an institution to have sound decision making, efficient and effective records. Every laboratory employee has responsibilities for laboratory records. Information contained in our organizations records is an asset that is important to our business objectives. Record management is the area of office management which deals with the maintenance of records of organization. Keeping storage and overhead costs as low as possible is a key objective of records management.
Managing records as the basis for effective service. In addition to assuring legal compliance, records management reduces costs for physical and electronic. There is no need of keeping all information on the ground that they may be useful in future. Also, it helps in tracking orders, sales, and deliveries. The difference between document and records management. The purpose of records management in an organization, the records life cycle in an organization and electronic records management were thoroughly explored.
Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. The manual should be used in conjunction with the series of records management publications issued by the government records service grs. Ultimately, records management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that nonessential records are discarded in a timely manner according to established guidelines and identified legislation. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal.
637 1529 1314 26 158 1564 78 60 1195 1182 1525 335 235 1088 464 1257 629 1054 479 1631 37 901 478 649 455 373 1417 1112 394 511 1319 777 409 1154 732 1159 285 1097 938 458