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CHAPTER 1 TERM & BASIC CONCEPT OF RECORDS - Coggle Diagram
CHAPTER 1
TERM & BASIC CONCEPT OF RECORDS
1. WHAT ARE RECORDS?
All the documents that institutions or individuals create or receive in the course of administrative and executive transactions.
It provide evidence of such transactions. As evidence, they are subsequently maintained by or an behalf of those responsible for the transactions, who keep the records for their own future use or for the use of their successors or others with legitimate interest in the records.
“A document regardless of form or medium created, received, maintained and used by an organisation (public or private) or an individual in pursuance of legal obligations or in the transaction of business, of which it forms a part or provides evidence”.
(IRMT, 1999)
“Materials in written or other form setting out facts or events or otherwise recording information and includes papers, documents, registers, printed materials, books, maps, plan, drawings, photographs, microfilms, cinematograph films, sounds recordings, electronically produced records regardless of physical form or characteristics and any copy thereof”.
(National Archives Act 2003)
2. VARIETY FORM OF RECORDS
Created on paper
In the form of correspondence.
Recorded on paper in ledgers, registers notebooks, appointment diaries and other volumes.
In the forms of maps and plans.
Created on media
In roll microfilm, microfiche or computer output microfiche (COM) formats (microforms), as moving images on film or video (audiovisual records)
As electronic text or images copied on magnetic tape or magnetic or optical disk or held in online databases (electronic records; formerly known as machine-readable records)
As three-dimensional models, scientific specimens or other objects; or as combinations of any of the above formats in an electronic form (multimedia).
4. TYPES OF RECORDS
Public records
- Records created or received and maintained in any public sector agency.
Private records
- Records created, received and maintained by non-governmental
organisations, families or individuals relating to their private and public affairs.
3. RECORDS CHARACTERISTIC
Records are static.
Records have authority.
Records are unique
Records are authentic
8. WHY RECORDS NEED TO BE MANAGED
Reduce the volume of records.
Improve storage and retrieval systems
Increase efficiency of records processing.
Identify and protect vital records
Meet legal requirements
Protect the organizations, customers, personnel, and stockholders, etc.
Improve productivity.
Cut cost.
Improve profits
7. FUNCTIONS OF RECORDS
To show that someone is responsible for a particular action.
To tell us the story of what has happened in the past.
To boost the corporate image of a particular firm by showing the success in its long past.
To tell us of our past mistakes and provides continuity in charting our future.
To make tasks efficient and economy.
In decision making process
In pressing for claims due to a person.
5. VALUE OF RECORDS
Administrative value
Fiscal value
Legal value
Informational value
Evidential value
6. USES OF RECORDS
Both government and the private sector used record in their daily basis:
To document actions
To confirm decisions
To identify rights and responsibilities
To communicate information
Governments use records for such wide-ranging purposes as:
Documenting the work of employees.
Confirming pensions, leave and health benefits.
Confirming or reviewing policies and procedures.
Confirming citizens’ rights, such as benefits or land ownership.
Providing information about past actions or decisions.