Records Management

What is Records Management?

It is Systematic administration of records and documented information for its entire life cycle, from creation or receipt, classification, use, filing, retention, storage, to final disposition.

Records Management

Record It can be in any physical form of

characteristic such as in photograph, drawing, film, pictures, maps, tapes, or documentary materials.

Documents Not all documents become Records, and

similarly not all records are documents.RDP ( Records Disposition Program) – it is

a pre - determined coordinated and well-arranged plan

Records Management

Classification of RecordsActive Record – a record that is

regularly referenced or required for current use.

Inactive Record – a record that is still needed by an organization but not for current operations.

Electronic Record – a record recorded or formatted only a computer can process.

Records Management

Managing Records STORING

IDENTIFYING CIRCULATING

DISPOSAL

Records Management

Legal Value – e.g. affidavit, contracts, titles

Archival Value – e.g. history, research, museum

Fiscal Value – e.g. official receipt, vouchers, payroll

Centralized - One in which the records for several people or units are located in one, central location

Decentralized - One in which the files are located throughout the office, generally at individual work stations

Records Management

Records Management Illustration

Records Management