Effective Records Management Introduction
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Part 1 in the series of lectures on Effective Records Management presented on Aug1 & 8, 2009
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Effective Records Management Introduction
- 7. Why do we need a system for managing records? • How many people in your office regularly make use of records? • Is your office clogged up with piles of paper? • As a rule, can you find a document generated two months ago in less than five minutes? What about a document generated by a colleague? • How much time does your colleagues or you spend looking for a document which add to your overall costs? • What would happen in the event of a fire or flood on your agency's premises? Does your office have an off-site storage of important records? • Does your office have a back-up system for computer-based records?
- 8. Special Libraries Association Docbase WWW HTML pdf XML Tablets Paper Digital
- 10. Paper is the standard for the next few millennia
- 11. It’s not just paper anymore!
- 13. “ I get no respect” Rodney Dangerfield 1921-2004
- 20. Gone forever There are electronic records that are now extinct and gone forever. On the endangered list How many floppy disks, CD’s, tapes, DVD’s, or other soon to be obsolete media may contain records of importance that are not well preserved and may be unreadable, inaccessible – and gone?
- 25. 2-5% 95-98% Transfer to Archives Destroy when retention has been met Creation and Use Active or Semi-Active Retention Period X = Minimum period of time to keep Disposition Destroy or Transfer to Archives 2-5% 95-98%
- 31. So, what is a record? A record is a record, regardless of format
- 35. Quiz #1 A policeman is called to the scene of an accident. The officer takes a digital photo of the car involved. Is this photo a record worth keeping? □ Yes □ No
- 36. Quiz #1 A policeman is called to the scene of an accident. The officer takes a digital photo of the car involved. Is this photo a record worth keeping? □ Yes □ No
- 37. In your desk drawer, you have a copy of the contents of your personnel file. It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □ Yes □ No Quiz #2
- 38. In your desk drawer, you have a copy of the contents of your personnel file. It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □ Yes □ No Quiz #2
Notas do Editor
- ERM- Washington State Archives
- ERM- Washington State Archives
- ERM- Washington State Archives
- ERM- Washington State Archives
- http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
- http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
- http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
- http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
- ERM- Washington State Archives
- http://www.secstate.wa.gov/archives All public records are required to be maintained and disposed of by state agencies in accordance with the provisions of chapter 40.14 RCW (the Preservation and Destruction of Public Records) as stated in the State Government Agencies General Retention Schedule. A retention schedule (general records schedule/records retention schedule) is a document that identifies and describes an organization's records, usually at the series level, and provides instructions for the disposition of records throughout their life cycle.
- ERM- Washington State Archives