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

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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 etcPreservation 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

5.1.16

The problems in preservation of records can be

briefly classified under the following areas:

 

Volume

Duration

Space

Retrieval

VOLUME & DURATIONVolume: 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

5.1.18

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.

Preservation period of some Records in Post Offices.