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CHAPTER 2 PRINCIPLES OF RECORDS MANAGEMENT, lifecycle - Coggle Diagram
CHAPTER 2
PRINCIPLES OF RECORDS MANAGEMENT
1. RECORDS MANAGEMENT
“The systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition”.
(IRMT, 1999)
A professional discipline that is primarily concerned on systematic and scientific controls to recorded information required in the operation of an organization’s business.
Area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of the records of an organization through out their entire life cycle and in making the information that they contain available in support of the business of that organization.
Overall, Records Management controls the creation, maintenance, use and disposition of records so that the right records are provided to the right person at the right time.
2. TERMINOLOGY OF RECORDS MANAGEMENT
Records center
The records center is a building designed or adapted for the low-cost storage, maintenance and communication of semi-current record spending their ultimate disposal.
Information
Information is something that can lead to knowledge regardless of the medium of its conveyance to one or more persons. Information will give meaning to the receiver.
Data
Representation of information in a formalized manner suitable for communication, interpretation and processing, generally by a computer system.
Archives
Records usually but not necessarily non-current records, of enduring value selected for permanent preservation. Archives will normally be
Archival repository
A building or part of a building in which archives are preserved and made available for consultation.
Document
A medium through which information is imprinted for conveyance to one or more than one person.
In a paper based records management system, a document is usually defined as the smallest unit for filing. It can also refer to other non-paper based items, such as computer files.
3. THE GOALS OF
RECORDS MANAGEMENT
To create the right information and records.
To make records available for the right individuals.
To ensure records are created and maintained inappropriate formats.
To ensure records are available at the right times and at the right places.
To ensure records are managed efficiently and at low cost.
To ensure the right records are used in making decisions.
To ensure records with value are transferred to the archives and those without value are eliminated.
5. THE LIFE CYCLE
OF THE RECORDS
“A concept that draws an analogy between the life of a biological organism, which is born, lives and dies, and that of a record, which is created, is used for so long as it has continuing value and is then disposed of by destruction or by transfer to an archival institution”.
(IRMT, 1999)
“A concept of records which is created, is used for so long as it has continuing value and then disposed of by destruction or by transfer to an archival institution”.
4. RECORDS LIFE CYCLE
Records begin at the creation stage when a new record is registered.
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When the records is actively being used, it need to be safeguarded closely so that they are not lost.
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The final stage is disposition, as records will be disposed or keep for the future use.
6. PHASES OF LIFE CYCLE
Semi-Current Records
- Records required only infrequently in the conduct of current business. Also known as semi-active records. Semi-current records will normally be maintained in a records centre or other offsite intermediate storage pending their ultimate disposal.
Non-Current Records
- Records no longer needed for the conduct of current business. Also known as inactive records.
Current Records
- Records regularly used for the conduct of the current business of an organisation or individual. Also known as active records. Current records will normally be maintained in or near their place of origin or in a registry or records office.
7. THE CONTINUUM CONCEPT
“A consistent and coherent process of records management throughout the life of records, from the development of record-keeping systems through the creation and preservation of records, to their retention and use as archives”.
(IRMT, 1999)
The life-cycle principle recognises that records are created, used, maintained then disposed of, either by destruction as obsolete or by preservation as archives for their ongoing value.
According to the continuum concept, the distinction between records management and archives management need not be rigidly maintained.
The continuum concept suggests that four actions continue or recur throughout the life of a record: identification of records; intellectual control of them, provision of access to them; and physical control of them.
8. RECORDS MANAGEMENT
PROGRAM
• Mail operations
• Classification operations
• File operations
• Use, storage, retrieval & circulation operations
• Disposition operations
