Record Management & PRESERVATION OF RECORDS

What are Records ?  Document that memorizes and provides objectives, evidence of the activities performed,events occured,results achieved or statements made.  Records are created/ recieved by an organisation in routine transaction of its business or in pursuance of its legal obligations.  In the post office scenario it includes all the documents of transactions we preserve for our legal obligations or for our business purpose like mail list,regd list etc.

Why Records ?  It is legal requirement in some cases  Some data may have historical value  For Future Planning  For Fixing responsibility  To ensure continuity in administration  For providing evidence in case disputes

Records Life Cycle  It mainly involves the following stages CREATION SORTING MAINTANANCE FILING WEEDING OUT

What is records management ?  Record Management also known as records information management or RIM is the professional practice or discipline of controlling and governing what are considered to be most important records of an organisation through out the records life cycle.  Activities involved in controlling the life cycle of a record, beginning with its creation and ending with ultimate disposal.  Leads to prevention of creation of unnecessary documentation.  Early identification of papers lasting value and systematic planning of retirement procedures.

Why records management?  Efficient administration  Easy retrieval of data whenever required.  Better Space & Cleanliness 5

Steps involved in Record Information Management  Identification  Classification  Prioritization  Storage  Securing  Preservation  Retrieval  Disposal

Identification of Records  It is the means by which consensus is achieved within an organization that leads how a record is uniquely distinguished from other non- record material such as a convenience file or draft. Classification of Records  It is a means of working with records to assist in functions such as creation, organization, storage, retrieval or movement of records.  At the highest level of classification is physical records vs Electronic records.

Types of Records Physical Records  Records such as paper that can be touched and which take-up physical space. Electronic Record  Records are referred to as digital records that are generated with and used by information technology devices. Prioritization of records  It involves the assessment of relative importance of various records of an organization which leads to the selection of security to be provided in each case.

Storage & Securing of Records  It is the way of making records accessible and safeguarded against environmental damage.  It involves storing in file cabinets or specially employed file rooms.  Vital records may need to be stored in a disaster resistant safe to protect against fire flood, earth quake etc Preservation of Records  It refers to maintaining records through the study, diagnosis, treatment and prevention of damage and decay.

Retrieval of Records  How a data can be easily retrieved from the available records. Disposal of Records  The way through which the records are weeded out after the completion of the preservation period.

Benefits of Effective Record Management  Minimizes Retrieval Time.  Improved Productivity.  Improved Discipline.  Better Work Culture  Cleanliness

Practical Approach to Preservation of records What we Propose ?  Identify Preservation period of each record.  Records of a Permanent nature such as Office order Book, Complaints and Suggestion Book should be kept in locked almirahs with proper labeling.  Records of Fixed preservation periods should be arranged in Racks in the Record Room in monthly bundles with proper labels.  Vertical alignment is preferred to save space and for easy retrieval.  Labeling may be done at the outward edges of bundles. What we need ?  Record Room with proper lighting.  Almirahs and Racks  File Folders and Guard Files  CD Albums

Contd..  Use separate racks for each year & in each rack there may be separate space for various departments.  If the purchase application forms of un-discharged certificates in the very old guard files are segregated and kept in separate guard files.  Use of guard files can be dispensed with if the individual application forms are kept in transparent plastic folders.  A register showing the details of items weeded out and the period up to which weeded out is to be maintained.

Pictorial Representation of Racks

PROBLEMS IN PRESERVATION OF RECORDS The problems in preservation of records can be briefly classified under the following areas:  Volume  Duration  Space  Retrieval

VOLUME & DURATION Volume:  Records when they are to be stored grow in volumes and this poses a problem in arrangement and storing. Extra care must, therefore, be taken not to store unnecessary records. Duration:  Various periods for preservation of records are prescribed in the rules. They must be clearly understood and periodically old records must be weeded out.

SPACE & RETRIEVAL Space:  Arrangement of records must be well organized to save space.  Vertical expansion for storage must be preferred  Care must be taken in deciding the shape of racks, almirahs Retrieval:  Retrieval process must not consume lot of energy and time.  Arrangement pattern must come to rescue as to enable to place our hand on the record required almost instantly.

Guidelines for preservation  Following records should not be destroyed on any count  Records connected with expenditure which is within the period of limitation fixed by law  Records connected with the expenditure on projects, schemes or works not completed, although beyond the period of limitation  Records connected with claims to service and personal matters of affected persons in the service  Orders and sanctions of a permanent character, until revised  Account records on which audit objection is pending should not be destroyed until final adjustment  All relevant records in connection with complaints involving claims to be preserved till settlement  A register of destruction of records in Form ACG91 to be maintained in each office and preserved permanently; Full details of destructions to be entered

GUIDELINES FOR DESTRUCTION  Old records except those mentioned below are to be torn up and sold as waste paper  If no buyer comes up they should be destroyed by fire  The following records should be destroyed by fire  Confidential records  Book of Postmarks

The following PO records should not be destroyed without special permission of the Head of circle  Post Office order book(except in BOs)  Register of undeliverable passbooks in deposit in HO  Correspondences and documents on which enquiry is in progress or relating to cases not fully closed  Character sheets of officials in service and those who have absconded  Nominal Roll

Preservation period of some Records in Post Offices.