The essential steps needed to establish a museum records management programme are as follows. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. Develop policies and procedures define responsibilities. This course raises an awareness of risk situations and provides managers with the deci.
The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Protecting records that are essential to missioncritical business operations. This manual implements the policy set forth in reference a and. By using specialized document management services, your records management program can become more efficient, secure, and easier to manage. The seven attributes of an effective records management. Information and documentation records management published by the. General editor michael roper has had a wide range of experience in the management of records and archives. Disposal of records it is the fourth and last stage of record management. The seven attributes of an effective records management program. Retention retention indicates how long the records have to be kept before the disposal action is undertaken.
Module 1 understanding the context of electronic records management module 2 planning and managing an electronic records management programme module 3 managing the creation, use and disposal of electronic records module 4 preserving electronic records module 5 managing personnel records in an electronic environment. Records management is the law not just good business practice. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. A records and information management programme is the blueprint for effectively managing your organisations records and information. There is no need of keeping all information on the ground that they may be useful in future. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The start of any good records management program, whether one is going to develop their own records retention schedule or as the case here at osu where one is applying existing retention schedules, one has to know what records they have and are responsible for. The role of records management in the implementation of public service reform programme in tanzania paper presented at the xxi biannual east and southern africa regional branch of the international council on archives esarbica general conference on access to information. Records management programme a records management programme is the systematic and consistent control of all records throughout their lifecycle. Importance of record management management notes tyrocity. Chapter 9 records management revised april 18, 2006 what is the purpose of records management.
The purpose for which records are maintained should be justifiable. Pdf a framework for a records management programme. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle. Simple random sampling was used to select a sample size of 30 respondents. To facilitate eds transition to full electronic recordkeeping as the foundation. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Use of records it is the third stage of record management.
To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records. In this step the stored records in the past are used for planning, organized, deciding, and preparation of accounts and so on. Records management by judith readsmith, managing the crowd. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. To establish responsibilities and requirements for developing, implementing and maintaining an efficient and effective, naracompliant records management program at ed. Records management program development westford, ma. This continuing and professional education cpe programme in records management is a 120 contact hour programme geared towards equipping individuals with the foundation knowledge, skills and competencies required to develop, implement and effectively manage a records management programme within small to medium sized enterprises. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours.
A records management program outlines the when what and where of records maintenance, and specifies processes and procedures for the transfer and disposition. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. Essentially, it comprises anything that is part of a business transaction. Where a records management program consists of more than one part e. This course covers the fundamentals of risk management and cost benefit analysis and how they relate to maintaining a viable records management program. Legal and compliance officers responsible for devising them must plan diligently, working with it leaders to secure executive sponsorship and crossorganizational support.
This tool is aimed at evaluating the quality of an information and records management programme in any united nations office. The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. If the records are maintained in the light of the principle of purpose, there may be many records which have no purpose and should not be preserved at all. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. What is a records and information management programme. The university system of georgia records manangement policy records management disaster preparedness plan purpose of the plan the purpose of this plan is to provide guidance with regard to the recovery and restoration of mission critical documents and information that may be damaged or lost in a mishap or disaster. The council, situated in the heart of london, serves about 244,600 residents and 1. Retention schedule a report identifying the approved retention periods for records of an. In many cases, the existing records management program covers paper records only. A record can be a tangible paper object or it can be in electronic form. The purpose of records management in an organization, the records life cycle in an organization and electronic records management were thoroughly explored.
Work plan for developing a records management program. The specific objectives of the records management program are. Effective records management programs address compliance, information governance and legal discovery issues. Rm includes everything from the creation of a record to its disposal.
A systematic records management program adds value to the daily functions of the staff. To facilitate eds transition to full electronic recordkeeping as the foundation of an electronic records management program in. Finally, records management helps maintain good organization when dealing with, responding to, and serving clients or projects. Record management programme an overview sciencedirect. To establish the benefits of refining land records management programmes. To this end one conducts a records inventory, that is a complete and accurate listing of their.
The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. The records management team is the functional unit responsible for records management, data protection and freedom of information programmes within westminster city council. Records can be kept on financial, medical and emails among hundreds of types of records. Ultimately, records management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that nonessential records are discarded in a timely manner according to established guidelines and identified legislation. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to. The doe records management program rmp mission is to establish and maintain policies and procedures for the systematic management of. It employs about 6200 staff in six departments, and since july 2001 has operated a leader and cabinetstyle of executive management. The records manager role is recognized, although the person in that role is responsible only for tactical operation of the existing records management program, which is concerned primarily with managing records rather than all information assets.
They must therefore be distinct from all other corporate programs and policies. Together they ensure that reliable evidence of actions and decisions is kept and remains available for reference and use when needed, and that the organisation benefits. Records management programme evaluation tool this tool is aimed at evaluating the quality of an information and records management programme in any united nations office. University archives collections university archives.
By keeping an organized information collection system, valuable data and information can be retrieved when needed specific to a customer or project. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. Pdf service improvement strategy for records management. This manual provides guidelines and procedures for the proper administration of. Managing records disasters 1 introduction disasters do happen many organizations assume they will never experience a disaster, so they never develop a strategy for preventing or responding to one. Records management program the federal records act 44 u. To learn more about the services that are available and receive free, noobligation quotes from service experts in your local area, fill out the form on this page or give us a call at 866 3853706. This electronic records management sample proposal is included in both pdf format and editable word format chapters that can also be customized using the included wizard software. Records are a basic tool of government administration. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. Archives and records in support of public sector reform in context. Even if they do have a formal disaster response plan, chances are it. Good records management boosts efficient and effective public service delivery in that it minimizes litigation risks, promotes accountability and transparency, ensures compliance with regulatory requirements and supports informed decisionmaking.
A good rim programme will outline everything you need to ensure your paper and electronic documents are managed throughout their lifecycle, from creation to destruction and everything in between. Good records management practices government records service. Records managers can assess the effectiveness of their programs by the presence or absence of these attributes. Historical records that help understand a part of the schools development may not be essential for the operation of the school but have significant value for a wide range of historical research and therefore may be worth preserving on the same level of protection as a vital. The information you provide will be used by arms to followup with office to. An effective records management programme requires a clear definition of programme objectives, responsibilities, and authorities. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. To create your customized proposal using your own logo and colors get proposal pack for any business. The university benefits when proper records management is practiced by the staff. Electronic records management sample proposal 5 steps. Pdf an effective and efficient records management programme is essential for the governance of any organisation. The records management program is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records required in the operation of a state agency. Key components to a records management program record. Developing a records management programme is a highly complex and difficult task, to the extent that it is common for records management projects to exceed scheduled completion dates or not be.