Record Keeping

Introduction

The process of collecting, recording, preserving, utilizing and disposing of the official document in a systematic manner is called record keeping. Records are the history of the organization. A successful operation of an office and organization mostly depends on its records. Record keeping is the sources of information which are helpful for the smooth and efficient operation of daily activities of the organization. These are the basis for planning and decision-making and useful for controlling the activities of the organization effectively. Records provide evidence of the activities done and help in maintaining a warm relationship with all concerned parties. Record keeping is the basis for evaluating, comparing and reporting the activities of the organization. The records should be preserved until a period for which these are useful and then should be disposed of.

Meaning and Definition

Records are the collective forms of written documents. These include bills, vouchers, letters, circulars, files, books of accounts, financial statements, reports, contracts agreement and order written documents. The systematic and scientific process of collecting, classifying, recording, retaining, preserving, using and disposing of the written documents is called record keeping. Record keeping is done for future reference.

"Record keeping is concerned with the creation, distribution, maintenance, retention, preservation, retrieval and disposal of written materials." - S.P Arora

" Record refers to informational document utilized by an organization to carry out its various functions." -Z.K Quibble

Objectives and Importance of Record Keeping

1. For collecting documents from different sources and classify them on the basis of their importance.

2. For disposing of off the records when these become useless.3. For keeping a record of files, books of accounts, computer, disks, and microfilms and

preserve them for the future reference in a systematic manner.4. For providing the evidence of the activities done and to settle the disputes and

misunderstanding.5. For fulfilling the legal formalities by retaining important records for planning, decision

making, controlling, evaluating and reporting.6. For providing reliable information easily and immediately at the time of necessity.7. For providing the basis for operating clerical and administrative activities efficiently.8. For providing true and reliable information and data for planning, controlling, evaluating

and reporting.9. For guiding the concerned authority to present her responsibility efficiently.

Kinds, Use and Disposal of Records

Record keeping is the store of information. Record are the history of an organization. It provides the basis for operating clerical and administrative activities efficiently. Each and every office and organization maintains different kind of record. Some record is very important and some are less important and some record are useful and some are useless. On the basis of importance, its period is different. Some record used in long period and some are a short period of time. Hence, the record is different retention period.

On the basis of Record Disposal Act, 2027 of government, the records can be classified as follows:

1. Permanent records

The records which are preserved over a long time are called permanent records. These records can never be destroyed. Their useful period is not limited. The following documents fall under permanent records:

Document with Royal seal. Treaties and contracts signed with international institutions. Maps of Nepal updated at different periods. Documents related to the borders of the nation. Joint press releases with foreign countries. Peace and security related documents.

2. Most important records

The records which can be destroyed after 20 years of the job completion are called the most important records. Such records must be preserved for 20 years after the completion of the job. The following documents fall under most important records:

Construction related Measurement Book. Reports of researchers conducted about business and industry. Passport related main book.

3. Important records

The records which can be destroyed after 10 years of the job completion are called important records. Such records must be preserved for 10 years after the completion of the job. The following document fall under important records:

Yearly report. Documents related to weapons to be taken to abroad or bought from foreign countries. Documents related to the visits of representatives of all nations. Documents related to employees vacancy order.

4. Most useful records

The records which can be destroyed after 5 years of the job completion are called most useful records. Such records must be preserved for 5 years after the completion of a job. The following documents fall under most useful records are:

Congratulation messages, best wishes messages, condolence messages, etc. sent from the government level to foreign nations.

Circulars and copy of letters sent for general information. Employment description and other secret reports about the employees up to 5 years of his

retirement.

5. Useful records

The records which can be destroyed after 3 years of the job completion are called useful records. Such records must be preserved for 3 years after the completion of a job. The following documents fall under useful records:

Documents relating to the agreement and plans related to construction except the map and design.

Documents relating to contracts and donations. Ordinary letters, inter- office letters, banking statements, etc.

6. Less useful records

The records which can be destroyed after 1 years of the completion of a job are called less useful records. Such records should be preserved for 1 year after the completion of a job. The following documents fall under less useful records:

Drafts of a different act, rules and regulations, orders and notices published the gazette. Appointment letters, leave application, promotion and transfer letters, etc. Documents which are related to the advance taken by employees, installment paid daily

allowance, traveling allowance, etc. after the completion of auditing. Papers related with natural calamity, victims of natural disasters, etc.

The government of Nepal has established a separate office maintain the record of national importance which is known as 'Rastriya Abhilekhalaya'. Private and social organizations maintain their records as per requirement making their own internal rules and regulations.