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Steps in Records Management. Cleaning ► ► Removing out unrelated items from the Record Room (like waste materials, old computer items, Tyres, Batteries.

Published byCecilia Patterson Modified over 8 years ago

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Presentation on theme: "Steps in Records Management. Cleaning ► ► Removing out unrelated items from the Record Room (like waste materials, old computer items, Tyres, Batteries."— Presentation transcript:

1 Steps in Records Management

2 Cleaning ► ► Removing out unrelated items from the Record Room (like waste materials, old computer items, Tyres, Batteries etc.) ► ► Cleaning the complete area by using Industrial Vacuum Cleaners ► ► Fixing Exhaust fans and Ionizers for Fresh air circulation

3 Sorting ► Taking out the documents and dumping them in their appropriate section (from section to section) – Sorting Step 1 ► Removing the unwanted documents from each section and sending them for Shredding – Sorting Step 2 ► Sorting the documents in chronological order in each Section/Department – Sorting Step 3

4 Shredding ► Shredding is an important process of removing and secured shredding of expired and unwanted documents which are no more required ► Industrial cross stripped shredders will be used at this stage ► Note: An authorised person should be appointed from the Client side during this stage

5 Arranging ► Filing the Records/Documents of appropriate year/subject etc. in each Section/Department ► Arranging these documents in Acid free boxes and so on ► Arranging these boxes in existing Racks with Rack numbering system

6 Cataloguing, Indexing, Labeling & Scanning (Digitization) ► Preparing Catalogues/indexing and Labeling for each file ► Scanning the documents and storing them in PDF or TIFF format for retrieval using Search Engine Software ► Storing these digitized records in External Hard Disk Drives for preservation

7 Optional ► Conservation Report ► Disaster Management Plan ► Workshop on Records Management

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