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Topic 2-Priciples of records management - Coggle Diagram
Topic 2-Priciples of records management
Definition- a systematic control of records starts from creating records until records are deleted or sent to the archive
Terminology
Data-information from computer system
Information-something can lead to knowledge and give meaning to the receiver
Document-a medium which is imprinted using A4 paper
Records center-a building designed using the low cost. The place is to store ,maintenance and communication of semi-current records pending their ultimate disposal,
Archive-the records have value either current record or not for permanent preservation in an archival repository
Archival repository-A building for preserved archive
Goals
create right information and records
make records available for the right individuals
ensure records are created & maintained inappropriate formats
ensure records available at the right time and at the right place
ensure records manage efficiently and at low cost
ensure the right records are used in making decision
ensure records with value that transferred to the archive and those value are eliminated
Life cycle of record
1-creation
2-usage&distribution
3-storage&maintenance
4.Retain or destroy
5-Archival preservation
phases
1-Current records(active records)-current records about organization or individual
2-Semi-current records-records that are rarely used by organizations and used when necessary. known as semi-active records
3-Non-current records-Records no longer needed for the conduct of current business. Also known as inactive records.
The continuum concept-suggests that four actions continue or recur throughout the
life of a record
1-identification of record
records management-Creation of receipt
Archives management actions-selection or acquisition
2-intellectual control of them
Records management-Classification within a logical system
Archives management selection-arrangement& description
3-provision of
access to them
Records management-maintenance and use
Archives management actions-reference and use
4-physical control of them
Records management-Disposal by destruction or transfer as archives
Archives management actions-preservation
Records management program
Mail operations
Classification operations
File operations
use, storage, retrieval & circulation operations
Disposition operations