Please enable JavaScript.
Coggle requires JavaScript to display documents.
CHAPTER 2: THE FIELD OF RECORDS MANAGEMENT - Coggle Diagram
CHAPTER 2: THE FIELD OF RECORDS MANAGEMENT
PHASES OF RECORDS ACTIVITY OR RECORDS ACCESSIBILITY
Inactive records
Long-term record
Active records
OVERVIEW OF RECORDS MANAGEMENT
Record manager
The person who responsible for the records management program
Records
Records Information, regardless of media or characteristics, created or received & used in the operation of an organization.
Filing
Is the action of arranging records in a predetermined sequence.
Retrieval
The process of finding records and or information.
Purposes of kept records
:
Legal value
Historical value
Fiscal value
Administrative value
The Value of Records
:
Useful record
Nonessential record
Important record
Vital record
Record Control
A set of procedures used to make filing and retrieval reliable and systematic process
WHY RECORDS NEED TO BE MANAGED
Meet legal requirements
Improve cost
Improve storage and retrieval systems
Cut cost
Reduce the volume of record
Improve productivity
Protect the organization, customers, personnel and stockholder
protect vital records
Increase efficiency of records processing
RECORDS MANAGEMENT PROGRAM
Basic elements of records management program
Classification operations
File operations
Mail operations
Use, storage, retrieval and circulation operations
Disposition operations
Problems in Records Systems
inefficient filing procedures
Human problems
Poor use of equipment
Management
Inefficient use of space
Excessive records costs
THE RECORD LIFE-CYCLE CONCEPT
creation
Distribution
Use
Maintenance
Disposition
GOALS OF RECORDS MANAGEMENT
To ensure records are available at the right times and at the right place
To ensure records are managed efficiently and at low cost
To ensure records are created and maintained in appropriate formats
To ensure the right records are used in making decisions
To make records available for the right individuals
To ensure records with value are transferred to the archives and those without value are eliminated
To create the right info and records