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Records Management in Review

Records Management

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Elly Paul Andres Tomas
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95 views

Records Management in Review

Records Management

Uploaded by

Elly Paul Andres Tomas
Copyright
© © All Rights Reserved
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
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Records Management

Chapter 1
Records Management in Review

7th Edition  Read-Smith, Ginn

© 2002 South-Western Educational Publishing


Information Age

 Computers—information-processing
machines—play a key role in information
systems
 Businesses must have up-to-date
information in the right form, at the right
time, in the right place to make
management decisions

© 2002 South-Western Educational Publishing


Management

 The process of using an organization’s


resources to achieve specific goals through
the functions of
 Planning
 Organizing
 Leading
 Controlling

© 2002 South-Western Educational Publishing


Record

 Stored information
 In any media or with any characteristics
 Made or received by an organization
 Provides evidence of its operations
 Has value requiring its retention for a specific
period of time

© 2002 South-Western Educational Publishing


Records Management

 The systematic control of all records from


their creation or receipt, through their
processing, distribution, organization,
storage, and retrieval to their ultimate
disposition

© 2002 South-Western Educational Publishing


How Records Are Classified

 By use
 By place of use
 By value to the organization

© 2002 South-Western Educational Publishing


Why Records Are Used

 Administrative value—to help employees


perform office operations
 Fiscal value—to conduct current or future
financial business
 Legal value—to provide evidence of
business transactions
 Historical value—to furnish a record of
the organization’s operations
© 2002 South-Western Educational Publishing
History

 Early records
 Based on simple trade transactions
 Created by hand
 Almost entirely paper documents
 Modern records
 Include many types of information in many
forms
 Technology plays a big role in creation and
management
© 2002 South-Western Educational Publishing
Trends

 Electronic records
 Electronic mail
 Electronic data interchange (EDI)
 Internet and World Wide Web
 Document imaging
 Integrated electronic recordkeeping systems
 Knowledge Management

© 2002 South-Western Educational Publishing


Legislation

 Hoover Commissions
 1946—Established the General Services
Administration (GSA) to improve government
practices and controls in records management
 1955—Established a government-wide records
management program under the direction of the
GSA to oversee the reduction of paperwork in
each government agency

© 2002 South-Western Educational Publishing


Legislation

 Federal laws and rules


 Freedom of Information Act, 1966—gives
you the right to see information about yourself
 Privacy Act, 1974—gives you the right to
exclude others from seeing records with
information about you
 Others

© 2002 South-Western Educational Publishing


Records Life Cycle

Creation

Disposition Distribution

Maintenance Use

© 2002 South-Western Educational Publishing


Records Management Programs

 Effective programs include


 Well-defined goals understood by all workers
 A simple, sound organizational plan
 Efficient procedures for managing each stage
in the record’s life cycle
 Well-trained staff

© 2002 South-Western Educational Publishing


Problems

 Common problems in records systems


include
 Management problems—no overall plan for
managing records or evaluating workers
 Human problems—lack of concern, hoarding
records
 Inefficient filing procedures—overloaded
drawers, poor labeling, misfiles

© 2002 South-Western Educational Publishing


Problems

 Common problems in records systems


include
 Poor use of equipment—no standards, no use
of fire-resistant equipment
 Inefficient use of space—crowded working
conditions, poor layout
 Excessive records costs—inefficiency due to
various problems leading to high costs
© 2002 South-Western Educational Publishing
Careers

 Opportunities to work with records exist in


every type and size of office
 Examples from large organizations
Level Job Title
Managerial level Records Manager
Supervisory level Records Center Supervisor
Forms Supervisor
Operating level Records Clerk
Forms Analyst
© 2002 South-Western Educational Publishing
ARMA International

 Association of Records Managers and


Administrators, Inc.
 Important professional group interested in
improving
 Educational programs in schools and industry
 On-the-job knowledge about records
management

© 2002 South-Western Educational Publishing

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