1. Chapter one Concepts of Records Management RECORDS MANEGEMENT FOR ADMINISTRATIVE PROFESSIONALS

2. 1.0 TOPICS COVERED: 1.1 Introduction to Records Management 1.2 Categories of Records Value 1.3 Why records are used? 1.4 The Life-Cycle of Records 1.5 Organizing a Records Management Program

3. 1.1 Introduction to Records Management Records Management Systematic control of all records processing distribution organization Storage Retrieval to their ultimate disposition. Data Representation of information in a formalized manner suitable for communication, interpretation and processing, generally by a computer system. Raw data refers to unprocessed data Information Something that can lead to knowledge regardless of the medium of its conveyance to one or more persons

4. Evidence An Indication, sign, testimony, on support of a conclusion. Document A medium through which information is imprinted for conveyance to one or more person. Defined as the smallest unit for filing Records Stored information, regardless of media, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time

5. Official records A significant, vital, or important record of continuing value to be protected, managed, and retained according to established retention schedule. Records management Is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storing and retrieval, to their ultimate disposition.

6. 1.2 Categories of Records Value Vital Records, Important records, useful records and nonessential records Some records are valuable to a firm that they require special measures of protection. Each record maintained by a firm falls into one of four categories:

7. 1.3 Why records are used AdministrativeFiscalLegalHistorical

8. 1.4 The life cycle of records

9. 1.5 Organizing a records management program planningorganizingleadingcontrolling

10. Features Well-defined goals understood by all workers Simple, sound organizational plan Efficient procedures for managing each of the five stages in the record life cycle Well-trained staff

11. 1.5.2 Goals of the Records Management Program To create right information and records To make records available for the right individuals To ensure records are created and maintained in appropriate formats To ensure records are available at the right times and at the right places To ensure records are managed efficiently and at low cost To ensure the right records are used in making decision To ensure records with value are transferred to archives and those without value are eliminated

12. 1.5.3 Problems in records systems Management Human problems Inefficient filing procedures Inefficient use of space Excessive records costs Inefficiency due to the above problems

13. The End