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MODERN OFFICE RECORD IN ADMINISTRATION AND
MANAGEMENT
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OVERVIEW
Records
Qualities of an Office Record
Records Management
Life-Cycle Model of Office Records Management
Purpose and Importance of Managing Office Records
Office Records Management Process
Aligning Modern Office Records Management with Effective
Service Delivery.
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Definition of Records,
It is defined as,
...recorded information produced or received in the initiation, conduct or
completion of an institutional or individual activity and that comprises
content, context and structure sufficient to provide evidence of the
activity.
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Content: Content is the text, data, symbols, numerals, images, and sound that make up the
substance of the record.
Context: Context is the organizational, functional, and operational circumstances surrounding a
recordscreation, receipt, storage, or use.
Structure: Structure refers to a record's physical characteristics and organization of the contents.
A recordsstructure is the form that makes the content tangible and intelligible.
TYPES OF RECORDS
Meeting minutes
Policy document
Accounting records
Personnel recordsPayroll records
Procurement records
Fixed assets registers
Property registers
Pension records
Loan agreements
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Qualities of a Record
Authenticity: It should be possible to identify, and preferably prove, the process which created
the record and who its authorized creator was.
Completeness: A record should contain all of the content required to act as evidence of thetransaction it is documenting.
Reliability:content of the record can be relied upon as an accurate representation of the
transaction it is documenting.
Fixity:Once declared as a record its content should no longer be altered or changed in any way.
It is in this way that its evidential value is preserved (by ensuring that the content of a record
remains exactly as it was at creation).
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Record Management
According to International Standard ISO 15489: 2001, records
management is defined as:
...The field of management responsible for the efficient and systematic control of thecreation, receipt, maintenance, use and disposition of records, including the processes
for capturing and maintaining evidence of and information about business activities
and transactions in the form of records.
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The Life-Cycle Model
The concept of the records life cycle model, which sees records having a series ofphases from creation to distribution to continuous appraisal to final disposition
ultimately resulting either in their controlled destruction or being retained on a
permanent basis as an archival record.
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PURPOSE OF MANAGING RECORDS
To preserve records and archives in an accessible, intelligible,
and usable form for as long as they have continuing utility or
value.
To make information from records and archives available in
the right format, to the right people, at the right time.
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IMPORTANCE OF MANAGING RECORDS
Meet all internal business needs: Organisations and their staff are under pressure to do more
for less. Creating accurate, reliable records; providing controlled, ready access to them are all
part of the essential infra-structure necessary to meet these challenges.
Increased staff turnover and regular organisational restructuring:it becomes less and less
possible to rely on the knowledge and experience of individual members of staff. The records an
organisation creates now represent its 'collective memory' to a far larger degree than ever.
To Learn from past experience: holding records on lessons from past experiences, allows
organisations to learn both from their successes and their failures.
As a means of competitive advantage: For a knowledge-rich, research-driven organisations, a
competitive advantage or even commercial gain can be acquired through the effective
exploitation of their information assets.
As the evidence of activities: Effective records management ensures that the organisation cancall upon a body of reliable evidence if required to justify its actions, or defend its position.
Meet regulatory requirement: Organisations are also under ever-mounting pressure to
proactively demonstrate their accountability and good standards of corporate governance. This
may take the form of internal audit, submissions to bodies like Corporate Affairs Commission or
public scrutiny through legislation such as the Companies and Allied Matters Act.
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The practice of records management
Involves:
a) Planning the information needs of an organization
b) Identifying information requiring capture
c) Creating, approving, and enforcing policies and practices regarding records, including their
organization and disposal
d) Developing a records storage plan, which includes the short and long-term housing ofphysical records and digital information
e) Identifying, classifying, and storing records
f) Coordinating access to records internally and outside of the organization, balancing the
requirements of business confidentiality, data privacy, and public access.
g) Executing a retention policy on the disposal of records which are no longer required for
operational reasons; according to organizational policies, statutory requirements, and other
regulations this may involve either their destruction or permanent preservation in an
archive.
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The Records Management Process
Records
Inventory1
Records
Retention
Schedules2 Records
Disposition3
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Records Inventory
An inventory consists of a complete listing of records by record series, together with
descriptions and supporting information . It provides for the identification of record medium
(e.g. paper, magnetic tape, floppy disk), size, filing method, reference rate, current volume andannual accumulation.
Records Retention Schedules
A records retention and disposition schedule is a management tool used to prescribe the time to
retire records to inactive status and eventually the time to destroy or dispose of the records.
Every record series on a schedule must be evaluated for its purpose and value before a retention
period is assigned. Evaluation for retention periods is based on:
Statutory or regulatory requirements:Infrequent, only by need to provide evidence of a
particular action.
Audit requirements: usually apply only to financial records.
Practical need or value: determined by specific values
(i). Administrative value (ii) Evidential value (iii) Informational value
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Records Disposition
Disposal of records does not always mean destruction. It can include transfer to a historical
archive or private individual, paper shredding and incineration under secure conditions.
Destruction of records must be follow an operating policy and procedure that have been
approved at the highest level, and done with care to avoid inadvertent disclosure of
information.
An inventory of the records disposed of should be maintained, including certification that they
have been destroyed.
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4. Disposal of records
3. Circulating records: Tracking the record while it is away from the normal storage area
is referred to as circulation. Often this is handled by simple written recording
procedures.
2. Storing records: A typical paper document may be stored in a filing cabinet in an office.
However, some organisations employ file rooms. Vital records may need to be stored in a
disaster-resistant safe or vault to protect against fire, flood, earthquakes and conflict.
1. Identifying records
MANAGING PHYSICAL RECORD
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Managing E- Record
Identify records management roles Successful records management requires specialized roles:
Records managers and compliance officers to categorize the records in the organization and to run the
records management process.
IT personnel to implement the systems that efficiently support records management.
Content managers to find where organizational information is kept and to ensure that their teams follow
records management practices.
Analyze organizational content records managers and content managers survey document usage in the
organiza
Develop a file plan generally the describe the kinds of items the organization acknowledges to be records,
indicate where they are stored, describe their retention periods, and provide other information, such as
who is responsible for managing them and which broader category of records they belong to.
Develop retention schedules
Evaluate and improve record management practices Make sure that required policies are being applied
in record repositories.
Design the records management solution Based on the file plan, design the record archive, or determine
how to use existing sites to contain records.
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Plan how content becomes records creating a custom workflows to move documents to a records archive.
If you are using either SharePoint Server or an external document management system, you can plan and
develop interfaces that move content from those systems to the records archive, or that declare a document
to be a record but do not move the document. Create a training plan to teach users how to create and work
with records.
Plan e-mail integration Determining whether you will manage e-mail records within SharePoint Server
2010, or whether you will manage e-mail records within the e-mail application itself.
Plan compliance for social content If your organization uses social media such as blogs, wikis, or My Sites,
determine how this content will become records.
Plan compliance reporting and documentation To verify that the organization is performing its required
records management practices, and to communicate these practices, you should document your records
management plans and processes.
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