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CHAPTER 2 : THE FIELD OF RECORDS MANAGEMENT - Coggle Diagram
CHAPTER 2 : THE FIELD OF RECORDS MANAGEMENT
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Record
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Essential proof for individuals and businesses on a daily basis
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Definition of Record Management
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Record Information
:card_index_dividers: Media, Characteristics,
Created or Received
:card_index_dividers: Used in the operation of an organization
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Records Responsibility
:card_index_dividers: Record management, document management, records and information management
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Record Manager
:card_index_dividers: Person in charge of the records management programme
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Records Management Professionals
:card_index_dividers: In charge of developing records policies and processes at the highest level
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Familiar types of office records
:card_file_box: Letters and memo, card, blueprints and maps, reports, inventory and price list and etc.
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Filing and Retrieval
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Retrieval
:first_quarter_moon: Process finding record and information
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Filing
:first_quarter_moon: Arranging records in a specific order
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Record Control
:blue_book: A set of procedures to make filing and retrieval reliable and systematic process
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Organizations Keeps Records
:!:Provide memory of what happened in the past
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The Value of Records
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Administrative Value
:information_source:
Used in daily operations
Tax return, invoices
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Historical Value
:information_source:
Provide evidence organization's accomplishment
Minutes of meeting, history of operational desicions, article of incorporations
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Vital record
:information_source:
Essential for the organization's survival or reconstruction following a disaster
Article of incorporation, patents, formula, contracts
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Important Record
:information_source:
Daily operation and necessary for continuation of organization
Account payable record, tax recors, sales
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Legal Value
:information_source:
Provides proof of business transactions
Contracts, Financial Agreements, Deeds
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Useful Record
:information_source:
A point of reference
Bank statement, general correspondence
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Nonessential Record
:information_source:
No present value to organization
Routine memo, announcement, bulletins
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The Record Life-Cycle Concept
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Creation
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Distribution
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Use
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Maintenance
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Disposition
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Phases of Records Activity
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Long-term record
Inactive but continues to have value to organization
Kept for legal or historical purpose
Archival storage/Archives
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Inactive records
Used less than 15 times a year
Occupy the least accessible drawers and shelves
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Active records
Used regularly (3 or more times in month)
Stored in easily accessible location
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Why is it necessary to handle records?
:globe_with_meridians: Improve productivity
:globe_with_meridians: Cut cost
:globe_with_meridians: Meet legal requirement
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Goals of Record Management
:paperclip: To create the right information and records
:paperclip: To make record available for the right individuals
:paperclip: To ensure the right records are used in making decisions
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Elements of Record Management Program
:mailbox_with_no_mail: Mail Operations
:mailbox_with_no_mail: Classifications Operation
:mailbox_with_no_mail: File Operations
:mailbox_with_no_mail: Use, Storage, Retrieval and
Circulation Operations
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Problem in Record Systems
:silhouettes: Management
:silhouettes: Human Problems
:silhouettes: Inefficient Filling Procedures
:silhouettes: Poor Use of Equipment
:silhouettes: Excessive Records Costs
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Careers in Records Management
:silhouette: Opportunities
Records exist in every type and size of office
Records supplies and storage equipment businesses
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Positions
Record Managers
Records Supervisors
Records clerks
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ARMA International
:classical_building: Association of Records Managers and Administrators, Inc
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An important professional organization for records and information management
Improving school and industry educational programs
Providing on-the-job training in record-keeping and information management