TOPIC 2
Definition of Records Management
Records management consists of the supervision and administration of digital or paper records, regardless of format.
A record is defined as content documenting organizational activities.
Systematic Control of Records
Records management is defined as "the systematic control of all records from their creation or receipt through processing, distribution, organization, storage, retrieval, and ultimate disposition." (IRMT, 1999)
It is responsible for efficient and systematic control over the creation, use, maintenance, and disposal of records.
Control includes capturing evidence and information on activities and organizational transactions. (Malaysia Standard 2223-1: 2009)
Importance of Records Management
Essential for an organization's daily operations:
Organizes important documents.
Ensures safety and tracking.
Facilitates audits and reviews.
Ensures safe disposal when records are no longer needed.
Key activities include:
Creation and receipt of records.
Maintenance, use, and disposal of records.
Objectives of Records Management
Ensures compliance with legal and regulatory requirements.
Improves operational efficiency.
Supports strategic direction.
Manages risks effectively.
Enhances data security and confidentiality.
Process of Records Management
Record Identification and Categorization
Identifying and classifying records based on:
Type
Content
Importance
Keeping and Organizing Records
Requires locating suitable storage and ensuring records are accessible and retrievable.
Methods include physical filing systems and digital databases.
Records Preservation and Protection
Ensures records are kept safe and secure for the required duration.
Obtaining and Utilizing Records
Involves granting access to those in need and ensuring records are usable.
Disposal of Documents
Outdated records disposed of according to laws and regulations.
Methods include shredding paper or deleting electronic records.
Records Life Cycle
Temporary storage in Records Center until either:
Transferred to archives.
Disposed of as necessary.
Records created and used by agencies, with valuable records moved to archives for permanent retention.
Stages of Records
Current Records
Frequently used records within an office setting.
Semi-current Records
Records not regularly needed; can be disposed of or transferred to archives.
Non-current Records
No longer required; similarly disposed of or archived.
Goals of Records Management
Create correct information and records.
Make records available to the right individuals.
Ensure appropriate records are used for decision-making.
Guarantee records are available at the right times and places.
Maintain records in appropriate formats.
Manage records efficiently and cost-effectively.
Transfer valuable records to archives and eliminate those without value.
Components of a Records Management Program
Mail operations
Classification operations
File operations
Use, storage, retrieval, and circulation operations
Disposition operations
Challenges in Records Management
Cost
High initial costs for formal programs, systems, storage facilities, and services.
Staffing
Difficulty in finding trained personnel for records management tasks.
Policies and Procedures
Development of records and data retention policies to address:
Document lifecycle
Retention and disposal schedules
Management of inactive and public records.
Distinction Between Records Management and Archives Management
Aspect Records Management Archives Management | ||
Identification and Acquisition | Creation or receipt | Selection or acquisition |
Intellectual Control | Classification within a logical system | Arrangement and Description |
Access | Maintenance and Use | Reference and Use |
Physical Control | Disposal by destruction or transfer to archive | Preservation |
Summary
Principles of records management include:
Key terminology.
Goals of records management.
Records life cycle concept.
Phases of records.
Continuum concept.
Overview of the records management program.