Definition of records

Records Management

1. RECORDS MANAGEMENT terminologies

2. What is a record? A records is a thing constituting a piece of evidence about the past, especially an account kept in writing or some other permanent form.

3. RECORD : information captured in reproducible form required for conducting any transaction or activity. RECORDS MANAGEMENT: a logical and practical approach to the creation, maintenance, use and disposition of records.

4. RECORDS MANAGEMENT Why need an integrated approach to records management ? Lack of uniform classification and filing system Lack of systematic and orderly transfer of inactive records Lack of standardization and control to the creation of forms and directive L oss or misfiling of records Lack of storage space and filing equipment

5. Goals of a records management program Only necessary records for efficient and successful operation of the office/institution. The records when needed. R etain/preserve only records needed for continued operation of the office/ institution D ispose what is not needed .

6. CYCLE CONCEPT: records pass thru three stages from its creation and active use to its final disposition.

7. RECORDS CREATION recording of information on paper, print, tape or any transmitting medium RECORDS MAINTENANCE producing the records when needed RECORDS DISPOSITION determining the ultimate fate of the records

8. SUMMARY The ultimate test of a good records management program is whether the records are available to those who need them, when and where they are needed ( effectiveness) , the manner in which they are made available ( efficiency ) , and at what cost ( economy ).

9. The RECORDS Continuum model