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Chapter 1

This document provides an introduction to records management for office professionals. It defines key terms related to records like data, documents, information, records, records center, archives, and archival repository. It discusses the characteristics of records and how they provide evidence. It describes how both government and private sectors create and use records on a daily basis. Finally, it outlines the administrative, fiscal, legal, and historical value of properly managing records.

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550 views20 pages

Chapter 1

This document provides an introduction to records management for office professionals. It defines key terms related to records like data, documents, information, records, records center, archives, and archival repository. It discusses the characteristics of records and how they provide evidence. It describes how both government and private sectors create and use records on a daily basis. Finally, it outlines the administrative, fiscal, legal, and historical value of properly managing records.

Uploaded by

syazazahirah
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
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OBM247 RECORDS MANAGEMENT FOR OFFICE

PROFESSIONALS

CHAPTER 1: INTRODUCTION
Definition of Terms
Data
• Representation of info. in a formalized manner suitable for
communication, interpretation and processing, generally by
a computer system.

• Raw data refers to unprocessed data.

• Data is defined as facts or figures, or information that's stored


in or used by a computer.

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Document
• A medium through info. is imprinted for conveyance to
one/more person.
• A writing conveying information
• Document is defined as the smallest unit for filing.
• Also refer to other non paper-based such as computer
files.
• a fact, event, or other thing is to record or annotate it,
meaning to put it into some relatively permanent form
so that it can be retrieved later.

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Information
• Something that can lead to knowledge regardless of the
medium of its conveyance to one/more persons.

• Data that is (1) accurate and timely, (2) specific and


organized for a purpose, (3) presented within a context
that gives it meaning and relevance, and (4) can lead to
an increase in understanding and decrease in
uncertainty.

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Record
• Recorded info. in form of document regardless of form
or medium made or received by an org. and that is useful
in the operation of the org.

• It provides evidence of a business transaction.

• Information created, received, and maintained as


evidence

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Continue…
• Records can be among others:
• Forms - Microfilm
• Circulars - Disk
• Reports - Tape
• Posters - Film
• Certificates - Signs
• Files

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• Public records
• Record created or received and maintained in any public
sector agency.
• Private records
• Records created, received and maintained by non-
governmental org., families or individual relating to their
private and public affairs.

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Records Center
• It is a building designed or adapted for the low-cost
storage, maintenance and communication of semi-
current records pending their ultimate disposal.

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Archives
• Records, usually but not necessarily non-current or
enduring value selected for permanent preservation.
• Will normally be preserved in an archival repository
(storehouse/warehouse).

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Archival repository
• A building or part of a building in which archives are
preserved and made available for consultation also
known as an archives.

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Evidence
• An indication, testimony, in support of a conclusion.

• Characteristics of records:
• Permanent/static
• Value as official sources of info.
• Authentic
• Unique

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Creators and Users of
Record s
• Government & private sectors created and used records on
a daily basis to:

• Documents actions
• Confirm decision
• Identify rights
• Implement responsibilities
• Communicate information

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• Govt. employee rely on records to provide core info. for
conducting their public administration on behalf of the
citizen.

• Company employee rely on the records to provide core


info. for conducting their business transaction.

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Value of records
• Administrative value
• Fiscal value
• Legal value
• Historical value

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Use of Records:
• In pressing for claims due to a person
• To show that someone is responsible for a particular
action
• To tell us the story of what has happened in the past

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• To boost the corporate image of a particular firm by
showing the success in its long past
• To tell us our past mistakes and provides continuity in
charting our future

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Why We Need to Manage Records?

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