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Records

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Records(office records)

Presented To: Dr. Irrum Mushtaq


Presented By: Muhammad Irfan
Roll # 14
M. Phil(Education)
2nd semester(2016-2018)
I. U. B

What is Record?
"information created, received,
and maintained as evidence and
information by anorganizationor
person, in pursuance of legal
obligations or in the transaction of
business
ISO 15489-1:2001

Recent and comprehensive studies


have defined records as:
"persistent representations of
activities"
"the written documents, drawings
and printed matter, officially received
or produced by an administrative
body or one of its officials
Not all documents are records.
Arecordis a document consciously
retained as evidence of an action.

Characteristics of Records
1. Records are evidence of actions and
transactions
2. Records should support accountability,
which is tightly connected to evidence but
which allows accountability to be traced
3. Records are related to processes, i.e.
information that is generated by and linked
to work processes [Thomason, 2001, p 374]
4. Records must be preserved, some for
very short time and some permanently.

Types of Record
Inactive Record
Aninactive recordis a record that is no
longer needed to conduct current
business but is being preserved until it
meets the end of itsretention period,
such as when a project ends. These
records are required to be maintained for
a short or permanent duration.

Active Record
Anactive recordis a record needed
to perform current operations, subject
to frequent use, and usually located
near the user.
It is also called 'semi-current'

Classification
At the highest level of classification are
physical versus electronic records.
Physical recordsare those records,
such as paper, that can be touched and
which take up physical space.
Electronic records, also often
referred to asdigital records, are
those records that are generated with
and used byinformation technology
devices.

Managing physical records

Identifying records
Storing records
Retrieval of records
Circulating records
Disposal of records

Managing electronic records


It is more difficult to preserved and
protected when the records do not have
a physical existence.
Much research is being conducted on
the management of electronic records.
The
International Research on Permanent Aut
hentic Records in Electronic Systems (
InterPARES) Projectis one example of
such an initiative. Based at the
School of Library, Archival and Informat
ion Studies
at theUniversity of British Columbia

The
Public Record Office Victoria (PROV)
located in Melbourne, Australia
published the
Victorian Electronic Records Strategy
(VERS)
which includes a standard for the
preservation, long-term storage and
access to permanent electronic
records

Some Other Types of Records


Industry Records: Itrepresent those
records that are common and apply
only to a specific industry or set of
industries. E.g. medical industry & food
industry specific records.
Staff Records: It represents all types
of information's about the servants of
any institutions/departments. E.g.
Service record, attendance files,
registers, log books, visitor books,etc..

Current issues in records


management
Compliance and legal issues
Security
Transparency
Adoption and implementation
Impact of internet and social media
Conversion of paper records to
electronic form

References
1.

2.

Jump up^ARMA International.


"Glossary of Records and Informatio
n Management Terms, 3rd Edition"
. ARMA International. Archived from
the originalon 2013-09-28.
Bearman, D. (1994). Electronic
evidence: strategies for managing
records in contemporary
organizations, Pittsburgh: Archives
and Museum Informatics.

THANK YOU

WISH YOU ALL THE BEST

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