Scribd
Upload
118 views17 pages

Records Management in Review

Records Management

Uploaded by

Elly Paul Andres Tomas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
118 views17 pages

Records Management in Review

Records Management

Uploaded by

Elly Paul Andres Tomas
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PPT, PDF, TXT or read online on Scribd
You are on page 1/ 17

Records Management

Chapter 1
Records Management in Review

7th Edition  Read-Smith, Ginn

© 2002 South-Western Educational Publishing


Information Age

 Computers—information-processing
machines—play a key role in information
systems
 Businesses must have up-to-date
information in the right form, at the right
time, in the right place to make
management decisions

© 2002 South-Western Educational Publishing


Management

 The process of using an organization’s


resources to achieve specific goals through
the functions of
 Planning
 Organizing
 Leading
 Controlling

© 2002 South-Western Educational Publishing


Record

 Stored information
 In any media or with any characteristics
 Made or received by an organization
 Provides evidence of its operations
 Has value requiring its retention for a specific
period of time

© 2002 South-Western Educational Publishing


Records Management

 The systematic control of all records from


their creation or receipt, through their
processing, distribution, organization,
storage, and retrieval to their ultimate
disposition

© 2002 South-Western Educational Publishing


How Records Are Classified

 By use
 By place of use
 By value to the organization

© 2002 South-Western Educational Publishing


Why Records Are Used

 Administrative value—to help employees


perform office operations
 Fiscal value—to conduct current or future
financial business
 Legal value—to provide evidence of
business transactions
 Historical value—to furnish a record of
the organization’s operations
© 2002 South-Western Educational Publishing
History

 Early records
 Based on simple trade transactions
 Created by hand
 Almost entirely paper documents
 Modern records
 Include many types of information in many
forms
 Technology plays a big role in creation and
management
© 2002 South-Western Educational Publishing
Trends

 Electronic records
 Electronic mail
 Electronic data interchange (EDI)
 Internet and World Wide Web
 Document imaging
 Integrated electronic recordkeeping systems
 Knowledge Management

© 2002 South-Western Educational Publishing


Legislation

 Hoover Commissions
 1946—Established the General Services
Administration (GSA) to improve government
practices and controls in records management
 1955—Established a government-wide records
management program under the direction of the
GSA to oversee the reduction of paperwork in
each government agency

© 2002 South-Western Educational Publishing


Legislation

 Federal laws and rules


 Freedom of Information Act, 1966—gives
you the right to see information about yourself
 Privacy Act, 1974—gives you the right to
exclude others from seeing records with
information about you
 Others

© 2002 South-Western Educational Publishing


Records Life Cycle

Creation

Disposition Distribution

Maintenance Use

© 2002 South-Western Educational Publishing


Records Management Programs

 Effective programs include


 Well-defined goals understood by all workers
 A simple, sound organizational plan
 Efficient procedures for managing each stage
in the record’s life cycle
 Well-trained staff

© 2002 South-Western Educational Publishing


Problems

 Common problems in records systems


include
 Management problems—no overall plan for
managing records or evaluating workers
 Human problems—lack of concern, hoarding
records
 Inefficient filing procedures—overloaded
drawers, poor labeling, misfiles

© 2002 South-Western Educational Publishing


Problems

 Common problems in records systems


include
 Poor use of equipment—no standards, no use
of fire-resistant equipment
 Inefficient use of space—crowded working
conditions, poor layout
 Excessive records costs—inefficiency due to
various problems leading to high costs
© 2002 South-Western Educational Publishing
Careers

 Opportunities to work with records exist in


every type and size of office
 Examples from large organizations
Level Job Title
Managerial level Records Manager
Supervisory level Records Center Supervisor
Forms Supervisor
Operating level Records Clerk
Forms Analyst
© 2002 South-Western Educational Publishing
ARMA International

 Association of Records Managers and


Administrators, Inc.
 Important professional group interested in
improving
 Educational programs in schools and industry
 On-the-job knowledge about records
management

© 2002 South-Western Educational Publishing

You might also like