effective records management - introduction
TRANSCRIPT
Fe Angela M. Verzosa 1
Effective Records Management
Fe Angela M. Verzosa 2
Why an integrated approach to RM?
• Lack of uniform classification and filing system
• lack of systematic and orderly transfer of inactive records
• lack of standardization and control to the creation of forms and directives
• loss or misfiling of records• lack of storage space and filing
equipment
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A good records system:•contains complete and comprehensive files thereby enabling effective decision making •provides integrity and continuity regardless of changes in personnel•facilitates protection and preservation of records •provides low cost and efficient maintenance of records•reduces the possibility of misfiling and duplication• means less time spent searching for files and documents.
Fe Angela M. Verzosa 4
Goals of an RM program
•create only necessary records for efficient and successful operation of the office/institution.
•produce the records when needed.
• retain/preserve only records needed for continued operation of the office/ institution, and dispose what is not needed.
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Objectives• Protect institutional information resources
throughout their life cycle, including identifying vital records, and implementing strategies to preserve records of long-term value.
• Improve the flow of information in the organization.
• Establish an RM component in institutional information resource policy and planning.
• Provide for adequate data collection and information access and retrieval, including institutional positions on privacy and confidentiality.
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Components of a Records Management Program • policy and procedure development • records inventory, appraisal, retention,
and disposition • inactive files management and control
(records center) • management of active files • reprographics, micrographics,
digitization• vital records management • training and outreach programs
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FUNCTIONS
• RECORDS CREATIONrecording of information on paper, print, tape or any transmitting medium
• RECORDS MAINTENANCEproducing the records when needed
• RECORDS DISPOSITIONdetermining the ultimate fate of the records
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• RECORD : information captured in reproducible form required for conducting any transaction or activity.
• RECORDS MANAGEMENT: a logical and practical approach to the creation, maintenance, use and disposition of records.
• LIFE CYCLE CONCEPT: records pass thru three stages from its creation and active use to its final disposition.
Definitions
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LIFE-CYCLE CONCEPT
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CRITERIA in creating records
• is it necessary?• what constitutes adequate documentation?• is it desirable to have it in a consistent format?• what is its future life ?• what is the best way to store and retrieve it?
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Records creation
CORRESPONDENCE MANAGEMENT
REPORTS CONTROL
FORMS ANALYSIS AND DESIGN
DIRECTIVES MANAGEMENT
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Records maintenance
• adoption of a files plan
• choice of equipment/supplies
• mail management• files management
filing procedurescross-referencingreleasing
checkingsorting
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Records disposition•inventorying •appraising •scheduling•retiring
disposal policiestransfer
guidelines archival procedures
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Personnel involved
•Creator/originator
•user/processor•office clerk•records clerk
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Training and Outreach
• regularly provide workshops and other training which outline basic program policies and procedures and office responsibilities
• establish a system of records liaisons or coordinators within the major units of the institution to serve as basic contacts for the records management program
• publicize, inform, educate the campus community thru campus newsletters, brochures on various records management topics, and electronic communication technologies (emails, library blogs)
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Summary The ultimate test of a good
records management program is whether the records are
available to those who need them, when and where they are
needed (effectiveness), the manner in which they are made
available (efficiency), and at what cost (economy).
