Introduction to Records Management

JEMPUT HADIR!
KURSUS PENGURUSAN DOKUMEN DAN REKOD – 30 MEI 2015 - UTMKL
INTRODUCTION TO
RECORDS
MANAGEMENT
1

JEMPUT HADIR!
RECORDS
Recorded information (document)
regardless of form or medium created,
received and maintained by an
agency, institution, organization or
individual in pursuance of its legal
obligations or in the transaction of
business.
2

JEMPUT HADIR!
RECORDS
INFORMATION OF ANY KIND AND IN ANY
FORMAL MEDIA
•CONVENSIONAL RECORDS.
•ELECTRONIC RECORDS.
3

JEMPUT HADIR!
ELECTRONIC RECORDS
• Records communicated and maintained by
means of electronic equipment (Australian
Standard AS 4390)
• Records stored in a form that only a computer
can process (California Dept. of Gen.Services
Procurement)
• Records that is suitable for manipulation,
transmission or processing by a digital computer
(Guide for managing electronic records from an
archival perspective, ICA 1996)
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JEMPUT HADIR!
RECORDS MANAGEMENT
• The application of systematic and
scientific control to recorded
information required in the operation
or activity of an organisation’s
/department’s business.
5

JEMPUT HADIR!
WHY RECORDS SHOULD BE
MANAGED EFICIENTLY
• Quick retrieval of information
• Business to run smooth & expend
• Safe cost
• Increase productivity.
• Preservation of records
• Continuance of business
• Maximum service 6

JEMPUT HADIR!
• Public will suffer if records are not managed properly which
will affect program delivery, indeed public health, education,
pensions, land and judicial rights all depend upon well kept
and well managed records
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JEMPUT HADIR!
ORDERLY AND EFFICIENT FLOW OF
INFORMATION
• Management problem solving.
• Decision making purposes.
• Effective services.
• Profit.
8

JEMPUT HADIR!
CHARACTERISTICS OF RECORDS
• Increase in volume.
• Increase in thickness.
• Consist information.
• Variety of media.
• Two categories.
• Three stages (life cycle concept)
9

JEMPUT HADIR!
TWO CATOGERIES
•House keeping records.
•Functional (operational)
records.
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JEMPUT HADIR!
HOUSE KEEPING RECORDS?
• Records created to conduct
administrative work/job.
• General Administration
• Building and land (assets)
• Equipment and supplies
• Finance
• Human Resources (Personnel)
11

JEMPUT HADIR!
FUNCTIONAL RECORDS?
• Records created to run organisation main
functions
• Also known as operational records.
• Differ from one department to another.
12

JEMPUT HADIR!
LIFE CYCLE CONCEPT OF RECORDS
RECORDS
IN ORGANISATIONS
maintenance
RECORDS
MOVEMENT
CONTROL
createdRECEIVED
USE
DISPOSAL/
DISPOSITION appraisal
KEEP DESTROY 13

JEMPUT HADIR!
RECORDS LIFE CYCLE
AGENCY
CREATES
RECEIVES
CONVENSIONAL
& ELECTRONIC RECORDS
USE/MAINTENANCE DISPOSITION
APPRAISAL
DESTROY
ARCHIVES
~ARRANGEMENT
~FINDIND AIDS
~ACCESS
~REPROGRAPHY/CONSERVATION
CLASSIFICATION
ARRANGEMENT
STORAGE
INDEX
MOVEMENT CONTROL
}
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}
RETRIEVALRETRIEVAL
( USE )( USE )
STORAGE FACILITIES/SECURITY
14

JEMPUT HADIR!
CREATION OF RECORDS
•Variety of media
•Types
• Correspondence
• Forms
• Reports
• Instruction
• Cards
• Others
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JEMPUT HADIR!
AVOID
•Copies (Just in case)
•Records of no use
•Multi pages - forms
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JEMPUT HADIR!
Records created in a variety of
types of documentation/ variety of
media should be distributed to be
used and thence to be maintained.
USE AND MAINTANCES
17

JEMPUT HADIR!
USE OF RECORDS
• Evidence
• Reference
• Communication Tool
• Decision Making
• Appraisal
• Planning
• Implementation
• Individual/Organisation rights
• Legal needs
• Memory
• Others 18

JEMPUT HADIR!
MAINTANANCE
• Records storage area
• Filing rooms/Registry room
• Records rooms
• Records centers
• Commercial records centers
• Archives
19

JEMPUT HADIR!
REQUIREMENT OF RECORDS
STOROGE AREAS
• Finance
• Location
• Building Materials
• Structure and Design
• Equipment
• Cabinets
• Boxes
• Shredder
• Trolley
20

JEMPUT HADIR!
OTHER REQUIRMENTS
• Temperature control
• Humidity control
• Light control
• Water protection
• Fire protection
• Pollution free
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JEMPUT HADIR!
PROTECTION FROM ENEMIES OF
RECORDS
• Human
• Insects
• Animals
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JEMPUT HADIR!
RETENTION AND DISPOSAL OF
RECORDS
•Appraisal of records
•To retain records for
reference/historical interest
•To destroy records which have
served their usefulness.
23

JEMPUT HADIR!
RECORDS RETENTION AND
DISPOSAL SCHEDULE
• Schedule provides mandatory instructions
for the disposal of records that are no
longer needed by an agency
• Keep permanently/reference
• Destroy
24

JEMPUT HADIR!
BENEFITS OF RECORDS SCHEDULE
• Ensure important records maintained and retrieved
easily as evidence of activities
• Conserves office space and equipment by using
filing cabinets to store only active records
• Saves money by moving inactive records to off-site
storage areas until disposal
• Preserves records of historical and research value
• Controls the growth of records in office through
the systematic disposal of unneeded records
25

JEMPUT HADIR!
INPORTANCE OF RECORDS
MANAGEMENT
• To furnish accurate and complete information when,
where, and to whom it is required in order to manage and
operate the organization efficiently.
• To process and handle recorded information as efficiently
as possible.
• To provide adequate records at the lowest possible cost.
• To render maximum service to the user of the records.
• To provide customers maximum satisfaction.
• To make profits which are essential for an organization to
continue its function.
26

Introduction to Records Management

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Introduction to Records Management