*COMP7780Update 2010 Fall
COMP7780
RECORDS MANAGEMENT
Records Storage/FilingRecords RetrievalRecords RetentionRecords Disposal
*When you study this session, please think ahead if IT helps and how?
*COMP7780
COMP7780
RECORDS MANAGEMENT
Main Activities in RMRecords Storage/FilingA systematic way of storing records according to a planProcessing, procedure, rules, equipmentFurther processing of records may be requiredScanning, imaging, and data conversionRecords Retrievinga process of locating a record or file from storageRequest, charge-out, logsRecords RetentionDecision about how long to retain recordsValue, series, schedule, transferRecords DispositionDestroy or migrate records to another archival media such as microform or electronic storageProcedure, preservation*COMP7780
COMP7780
RECORDS MANAGEMENT
Scanners can be used to convert paper records into digital imagesTIFs, PDFs, JPGsUse Optical and Intelligent Character Recognition (OCR and ICR) software during the scanning processImages can be transformed into meaningful data. The data can then be sorted, indexed, organized and fully searchable, for easy access.Scanning, Imaging, Data ConversionCOMP7780*
COMP7780
RECORDS MANAGEMENT
InspectCheck for release mark of a record to determine whether it is ready for filingIndexRead content to determine filing segmentCodeMark filing units on recordCross-ReferenceIndicate record location under alternate filing segmentsSortArrange records by filing segmentStorePlace record in appropriate folder
Storage/Filing Procedures *COMP7780
COMP7780
RECORDS MANAGEMENT
IndexDetermine the filing segment by which a record is stored.*COMP7780
COMP7780
RECORDS MANAGEMENT
CodeAssign a file designationMark a record to indicate the name, subject, or number by which it is to be storedOne or more filing units Underline the key unit, then number each succeeding unit*COMP7780
COMP7780
RECORDS MANAGEMENT
Filing RulesFiling is done to facilitate retrieving information.Consistently following filing rules and procedures helps in rapid retrieval of information.Avoid misfiled and Lost RecordsARMAs alphabetic indexing rules provide guidance *COMP7780
COMP7780
RECORDS MANAGEMENT
*Cross-ReferenceDirect attention to one or more related itemsShows alternate name for a record Shows the location of the record
COMP7780
COMP7780
RECORDS MANAGEMENT
Misfiled and Lost RecordsResult from improper indexing, coding, and storage of records Often delay or affect the work of employees Reduce an organizations effectiveness in serving customers*COMP7780
COMP7780
RECORDS MANAGEMENT
Storage EquipmentStorage equipment commonly used for paper records Vertical file cabinets Lateral file cabinets Shelf files Mobile shelving*COMP7780
COMP7780
RECORDS MANAGEMENT
Vertical file cabinetLateral file cabinet*COMP7780
COMP7780
RECORDS MANAGEMENT
Shelf files*COMP7780
COMP7780
RECORDS MANAGEMENT
Mobile shelving*COMP7780
COMP7780
RECORDS MANAGEMENT
Storage SuppliesSupplies commonly used for paper records Guides Folders OUT indicators Labels*COMP7780
COMP7780
RECORDS MANAGEMENT
GuidesA guide is a rigid divider used to identify a section in a file and to facilitate reference to a particular location.Primary guide identifies a main file section/divisionSpecial guide identifies an individual folder or subdivision*COMP7780
COMP7780
RECORDS MANAGEMENT
Examples of Guides*COMP7780
COMP7780
RECORDS MANAGEMENT
FolderFolders are containers used to hold and protect records.A general folder holds a small volume of related records.A individual folder holds records for an individual unit. A special folder follows a special guide.*COMP7780
COMP7780
RECORDS MANAGEMENT
Folder Cuts and Tab Positions*COMP7780
COMP7780
RECORDS MANAGEMENT
OUT IndicatorControl device showing the location of borrowed recordsOUT guide or sheet replaces a borrowed recordOUT folder replaces a borrowed folder
*COMP7780
COMP7780
RECORDS MANAGEMENT
ColorColor enhances the effectiveness of a records storage system *COMP7780
COMP7780
RECORDS MANAGEMENT
Iron MountainDocument management, digital archiving, records management and storage, film and sound archiving, Online Tour of a Records Management Center COMP7780*
COMP7780
RECORDS MANAGEMENT
Records RetentionDecision about how long to retain recordsA set of policies and procedures for discerning What documents to keepWhere and in what type of environment the documents are keptHow long these documents are to be kept
*COMP7780
COMP7780
RECORDS MANAGEMENT
Control the unrestrained growth of records volumeImprove the ability to locate and retrieve records when requiredImprove the overall utilization of resourcesDemonstrate compliance with statutory and regulatory recordkeeping requirementsEnforce the consistent implementation of recordkeeping policiesReduce litigation risksWhy RetentionCOMP7780*
COMP7780
RECORDS MANAGEMENT
Records Values for Retention
Nonessential RecordsNot worth keepingUseful RecordsShort-term storageup to three yearsImportant RecordsLong-term storageseven to ten yearsVital RecordsPermanent storage
COMP7780
RECORDS MANAGEMENT
Records Retention ScheduleA comprehensive list of records, indicating the length of time records are to be maintained.Records seriesa group of related records that normally are used and filed as a unit and can be evaluated as a unit to determine the records retention period.Retention periodthe length of time that records must be kept according to operational, legal, regulatory, and fiscal requirements.Can also be expressed as contingent upon the occurrence of an event such as the termination of a contract or conclusion of a project.*COMP7780
COMP7780
RECORDS MANAGEMENT
*COMP7780
COMP7780
RECORDS MANAGEMENT
Records TransferThe act of changing the physical custody of records with or without change of legal title.Records are moved from one storage area to another.Records are transferred to an archives when they are no longer used frequently.*COMP7780
COMP7780
RECORDS MANAGEMENT
Records CentreCOMP7780*
COMP7780
RECORDS MANAGEMENT
Disposition is the point at which the record should either be destroyed or migrated to another archival media such as microform or electronic storage.Destroyed record documents require a destruction certificate to prove that the record was maintained in line with the retention requirement and then destroyed properly.We need to maintain records to document when and how records are destroyed.
Records Disposition*COMP7780
COMP7780
RECORDS MANAGEMENT
Records PreservationProcesses and operations involved in ensuring the technical and intellectual survival of authentic records through time. Storage and accommodation provisions, staffing levels, policies, techniques and methodsBuilding and environmental controlReformattingDuplicationDisaster planningAccess control
*COMP7780
COMP7780
RECORDS MANAGEMENT
What are the problems of traditional records?Can you draw some links of the above slides to common IT?How does IT help?DiscussionCOMP7780*
COMP7780
******http://www.ironmountain.com/services/tours/dms.asp
http://www.ironmountain.com/company/tours.html
https://www2.ironmountainconnect.com/
**
