Records
Records
Records
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
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.
Identifying records
Storing records
Retrieval of records
Circulating records
Disposal of records
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
References
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