Pdf an effective and efficient records management programme is essential for the governance of any organisation. The department of the navy records management program establishes policies and procedures for lifecycle management creation, maintenance, use and disposition of. This manual provides guidelines and procedures for the proper administration of a records management program. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. Understand the importance of records management and why records are maintained understand your rm responsibilities learn basic rm terms and definitions learn how to identify a record learn about a legal hold understand records schedules locate additional resources 2 learning objectives. The doi records program is leading a strategic effort to streamline records management, including electronic records management, across the department. This overviews processes concepts needed to formcontinue a. Records management program development how effective is your agencys records management program. Proper management of records ensures that complete records are maintained. Records management, tenth edition, provides a comprehensive introduction to the complex field of records management. Records management refers to a set of activities required for systematically controlling the creation, distribution, use, maintenance, and disposition of recorded information maintained as evidence of business activities and transactions. The fra also requires agencies to establish a records management program, defined as a planned, coordinated set of policies, procedures, and activities needed to manage their recorded. Public record or record means recorded information that documents a transaction or activity by or with any public.
This multiyear initiative, now in planning stages, is designed to facilitate document searches and retrieval, records markings for special handling, improved access to vital records, and. The records management and appraisal rma unit within the california. Apr 29, 2008 the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. A record is temporary or permanent based on its disposition schedule see section 2. This records management handbook supplements the information in sam. Maintaining data files is becoming the bread and butter of good business decisionmaking. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Electronic records management erm ensures your organization has the records it needs when they are needed. By using specialized document management services, your records management program can become more efficient, secure, and easier to manage. Ensuring that all electronic records are covered by records retention schedules. A record classification scheme is a grouping of records by business function, record class, and record type as a way of dealing.
Create an action plan by guest contributor in enterprise software on june 11, 2002, 12. Introduction this bulletin assumes that you are responsible for, or part of an effort toward maintaining records of a public agency city, county, tax district. To carry out this function needs an efficient, effective records management program. Elements of a records management program lorman education. A government office has an effective records management program when. 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. The authoritys record management program procedure does not include guidance regarding when and if scanned copies of documents are acceptable as documents of record. Public record or record means recorded information that documents a transaction or activity by or with any public officer, agency or employee of an agency. The records management policy establishes specific.
Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. The rim program is designed to ensure that the records that adp generates, receives or maintains are retained only as long as adp needs the information for the proper functioning of adp s business and delivery of services, in alignment with privacy. Records management and appraisal rma program california. Create a universal record classification scheme one of the most important tasks in organizing your records is to establish a record classification scheme. A record series is a group of records or documents. The text features sound principles of records and information management that include the entire range of recordsphysical paper, image records, and electronic media used in computerized systems. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. The information you provide will be used by arms to followup with office to. 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. 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. Description record type record series retention schedule disposition. Sep 10, 20 the following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention.
The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. In the current age of technology, redundancy processes, terabytes, gigabytes and duplicate copies of information, record management is a mundane yet critical practice all organizations should have nailed down. This course covers the concepts and practices involved in developing a successful records management program and subsequent evaluations. A records management program outlines the when what and where of records maintenance, and specifies processes and procedures for the transfer and disposition.
According to the director, is, the most recent disaster recovery exercise was undertaken. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Records inventory records holdings must be inventoried before appropriate controls can be instituted. Dec 16, 2016 record custodians maintain, secure, and care for records in accordance with university records management program guidelines. The records management program for the state of north dakota was established on july 1, 1961 with the enactment of north dakota century code chapter 5446. Establishing a records management program guidelines for professional associations archives whatever the size or complexity of an association it is advisable to have a records management program in place to ensure that records, documenting all association activities, are created and controlled appropriately. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. This individual is the manager of the unit designated by the record proprietor as custodian. 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. Management of electronic records repositories 14 9. Rm includes everything from the creation of a record to its disposal. A records series is a group of identical or related. You will learn how to market and promote your program including the development of a training program for all. The 5 steps to starting a records management program.
Records acts as an evidence in the time of dispute. Record management helps to provide required information with speed and accuracy. Making your records management program successful iimc records management technical bulletin series 1 i. 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. Records management is the system used to control an organizations records from the creation of the record until the record is archived or destroyed.
The state records management act government code sections 1227012279 directs californias secretary of state to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. This manual provides guidelines and procedures for the proper administration of. A 10step records management plan for your unit university. According to the director, is, the most recent disaster recovery exercise was undertaken during november 2011. Proper file organization is one of the cornerstones of good record management. In addition to hard copies of your companys records, electronic storage is a viable option that saves both space and time that your business can put to other uses. University archives collections university archives. Key components to a records management program record. New york state archives has identified seven such attributes of an effective records management program. To facilitate eds transition to full electronic recordkeeping as the foundation of an electronic records management program in. This course covers the fundamentals of risk management and cost benefit analysis and how they relate to maintaining a viable records management program. Typically, companies organize files chronologically by year and then alphabetically by name of client. 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. This tool is aimed at evaluating the quality of an information and records management programme in any united nations office.
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. Records management program development westford, ma. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Work plan for developing a records management program. The seven attributes of an effective records management. Organisations recordkeeping requirements for paper and electronic records which are found. Records management controls official records from the time they are created or received until they are either destroyed or archived. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Records management and retention page 2 of 6 record preservation directive or litigation hold. State of florida electronic records and records management practices administering an. 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. This manual implements the policy set forth in reference a and.
Regardless of physical form or characteristic, the recorded information is a public record if it is produced, collected, received or. In developing a comprehensive records management program, we aim. The records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. All other components of a records management program rely on the records retention schedule that facilitates your organizations legal compliance, efficiency and risk management. 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. To this end one conducts a records inventory, that is a complete and accurate listing of their. A retention schedule is the foundation of a records management program and applies to records in any format, i. The seven attributes of an effective records management program. Records management program this includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. Effective records management program record nations. Records are a basic tool of government administration.
In some cases the record proprietor and record custodian may be the same person, or there may be more than one custodian. Records management program the federal records act 44 u. Key components to a records management program record nations. Regular and systematic disposition of records according to a state archives retention schedule provides evidence that records which no longer exist were not. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Records managers can assess the effectiveness of their programs by the presence or absence of these attributes. The primary function of records management is to facilitate the free flow of records through an organization, to ensure that information is available rapidly where and when it is needed. A good records management program will ensure the proper handling of our official records and the timely destruction of unofficial documents.
This course raises an awareness of risk situations and provides managers with the deci. Establishing a records management program guidelines for. Analysis of records management and organizational performance. Aug 16, 2019 by using specialized document management services, your records management program can become more efficient, secure, and easier to manage. Pdf a framework for a records management programme. Records provide information for planning and decision making, form the. 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. Electronic records and records management practices. University archives collections university archives guidelines. Importance of record management management notes tyrocity. Records management is the law not just good business practice. Establishing a records management program guidelines for professional associations archives whatever the size or complexity of an association it is advisable to have a records management program in place to ensure that records, documenting all association. As a result, even standardizing the records retention schedule can be a challenge. Common problems faced by record management career trend.
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