Modern Office Records

8/13/2019 Modern Office Records

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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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Documents

Modern Office Records