1. RAMP-TRIM Training modules ppt Training Modules Overview Highlights
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RAMP-TRIM Records, Archiving and Management Programme - Total Records Information Management
Training Modules
Overview Highlights
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2. Objectives
To give participants an overview of Records and Archives Management in UNICEF
To show those familiar with previous RAMP or other data systems how to perform the same functions in RAMP-TRIM
To ensure that all staff required to list/register record series, folders, electronic items and boxes know how to do so in preparation for:
Increased sharing of current records
transferring non-current materials to the archives
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3. Why Records and Archives Management?
Management of Records…
To ensure effective and efficient
Registration
Organization
Storage
Retrieval
Re-use
Disposal
To achieve an organizational benefit
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4. RAMP-TRIM Training modules ppt
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What Benefit?
Easy retrieval of key data
Manage growth of records
Reduce operating costs
Improve efficiency and productivity
Ensure compliance with regulations
Minimize risk of litigation
Safeguard vital information
Support better management decision-making
Preserve organizational memory
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5. Documents, Records, and Archives
Electronic Images
RECORDS
MS Office Documents
Some of these documents must be kept as evidence of the organization, functions, policies, decisions, procedures, operations or other activities of the organization or because of the informational value in them. Such documents are called Records
ARCHIVES
All recorded information regardless of the medium on which it was recorded or how, when or why it was recorded
Slides
Reports
Non-current records having continued administrative, legal, historical, evidential or informational value are called archival records
Photos
Audiotapes
Videos
Maps
Electronic Mail Messages
Other Correspondence
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6. Stages in the lifecycle of a record
Records are produced by internal and external parties...
1. CREATION STAGE
…or preserved permanently in an archive for historical or research purposes.
…and are transmitted to internal and external users…
2. DISTRIBUTION AND USE STAGE
5. ARCHIVAL PRESERVATION STAGE
4. RETENTION AND DISPOSITION STAGE
3. STORAGE AND ADMINSTRATION STAGE
…then become inactive and are destroyed or transferred to a storage facility...
…and are classified and filed in storage devices and maintained for active reference...
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7. RAMP-TRIM Training modules ppt
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Stages in the lifecycle of a record
Records are produced by internal and external parties...
1. CREATION STAGE,
OR RECEIVED
…or preserved permanently in an archive for historical or research purposes.
…and are transmitted to internal and external users…
1A. REGISTER
2. DISTRIBUTION AND USE STAGE
5. ARCHIVAL PRESERVATION STAGE
3A. APPRAISAL :
RETENTION
SCHEDULES
2A. LINK
SERIES
FOLDERS
4. RETENTION AND DISPOSITION STAGE
…then become inactive and are destroyed or transferred to a storage facility...
3. STORAGE AND ADMINSTRATION STAGE
…and are classified and filed in storage devices and maintained for active reference...
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8. Roles and Responsibilities
RAMP-TRIM Training modules ppt
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Roles and Responsibilities
All Staff:
Ensure the records they issue, receive or collect are preserved
Head of Office:
Determines which records are vital
Determines which records should be restricted
Ensures that a record-keeping system is in place to protect these records
RAM Focal Point
Ensures that the record-keeping system is implemented and that staff know how to use it
Collects information on record series, folders, archives etc.
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9. RAMP-TRIM Training modules ppt
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Locations Hierarchy
Organization
Country/City
Country/City
Country/City
UN type Dept.
Division
Division
Division
Section
Section
Section
Work Unit
Work Unit
Work Unit
Work Unit
Work Unit
Work Unit
Work Unit
Work Unit
Work Unit
Series
Series
Series
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10. Locations Hierarchy-Examples
Organization
Country/City
UN type Dept.
Division
Section
Work Unit
Series
UNICEF
USAA
OPERATIONS
DFAM
ACCOUNTS
FIELD ACCOUNTS
PAYMENT VOUCHERS
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11. RAMP-TRIM Training modules ppt
2. Record Series
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Why Series
Assist retrieval
Separate material into groups of items
To decide on retention period
Determining Features
Maintained together
Relate to a particular function (e.g. POs)
Result from a specific activity (e.g. Special Session 2002)
Are a specific form (e.g. binders, folders, microform etc.)
Have same retention period
Exercise
Add Series
Find Series
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12. Classification for Series Records based on the United Nations Participating Organizations ‘Records Classes Linked to Business Processes’ :
ACP Administration, Conferences, Central Support and Procurement
FBA Finance, Budget and Accounts
HRM Human Resource Management
IAM Information Assets Management
ICT Information and Communication Technology
LEG Legal
OAE Oversight, Audit and Evaluation
OCM Organisation, Co-ordination and Management
PPM Programmes, Projects and Missions
ROC Relations, Outreach, Media and Communications
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13. Appraisal, Retention and Disposal
What you throw out is just as important as what you keep.
Retention is determined when you decide on a Record Series and is associated with this series
Develop a Retention Schedule
Timetables for maintaining organizational records to meet business requirements.
Include timing for the transfer of records between media and locations to final disposal
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14. Guidance on Retention Schedules
UNICEF Financial Circular Number 25
Accounting and financial records for permanent retention
Accounting and financial records for retention and destruction after four years
Accounting and financial records for retention and destruction after seven years
UN Developed Retention Schedules
UNICEF Appraisal Grid
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15. RAMP-TRIM Training modules ppt
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3. Folders
What is a folder
A separator or container for anything that needs to be filed
Usually manila or pressboard but can be binder, tape etc.
Unusual things e.g. flags, displays, props, gifts etc.
Linked/related to series, not necessarily contained in
Determining features
Can be separated from other things (e.g. separators in a binder, tabs in a report).
Folder title should reflect content
Can change title to be broader or create copy of folder with different title
Exercise
Add Folders
Find Folders
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16. Relationships: intellectual control
RAMP-TRIM Training modules ppt
Relationships: intellectual control
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Work Unit
Series
Intellectual Control
Appraisal
Process
Retention and
Disposition
Schedule
Series
Series
Linked/Related
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17. Relationships: intellectual and physical control
Work Unit
Series
Intellectual Control
Appraisal
Process
Retention and
Disposition
Schedule
Series
Series
Physical Control
Linked/Related
Box
Box
Box
Folder
Folder
Box
Non Current
Storage
Location
Folder
Shipment
Contained
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18. Relationships: intellectual, physical and electronic control
Work
Unit
Intellectual Control
Series
Box
Box
Appraisal
Process
Retention and
Disposition
Schedule
Series
Physical Control
Non Current
Storage
Location
Box
Box
Shipment
Folder
Folder
Electronic Control
Folders
Assigned a Routing & Tracking #
Choose
Record Types
Maintained in Electronic Stores
Saved to Offsite
Electronic Storage
Items
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19. Relationships: intellectual and electronic control
Work
Unit
Intellectual Control
Series
Appraisal
Process
Retention and
Disposition
Schedule
Series
Electronic Control
Folders
Assigned a Routing & Tracking #
Choose
Record Types
Maintained in Electronic Stores
Saved to Offsite
Electronic Storage
Items
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