the records management policy. Records Management Manual DePaul University 3 1.3.3 Can an unofficial record become an official record? 0p��\�ϴFGч�����%�s�4��@Z��� ��#k ����^�` ��(� records. Records management, also known as records information management (RIM), is the process of supervising and administering information created, received, maintained, stored and disposed of, regardless of format. One common one is \"the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records.\" From the Federal perspective, it is the planning, controlling, directing, organizing, training, promoting, and other managerial activities involved in records creation, maintenance and use, and disposition in order to achieve adequate and proper documentation of the policies and transactions of t… The Records Management Manual sets out the good practices on creation and collection of records and provides some examples of what records should be created and kept. 0000001024 00000 n She is also a business book reviewer and the author of Making the Media Connection Topic Timing Type of Media. 0000002703 00000 n Introduction to Records Management . Most businesses use accounting software programs to simplify electronic record keeping, and produce meaningful reports. 0000002467 00000 n Further, implementing a sign-off mechanism for records disposal can help ensure everyone who needs to know does know before any records are destroyed. endstream endobj 201 0 obj<>>>/LastModified(D:20051025091423)/MarkInfo<>>> endobj 203 0 obj<>/Font<>/ProcSet[/PDF/Text]/ExtGState<>>>/StructParents 0>> endobj 204 0 obj<> endobj 205 0 obj<> endobj 206 0 obj[/ICCBased 211 0 R] endobj 207 0 obj<> endobj 208 0 obj<> endobj 209 0 obj<> endobj 210 0 obj<>stream In this section, you can learn about how to define a record, and what the records lifecycle looks like. Reviewed by: Michelle Seidel, B.Sc., LL.B., MBA. This training is designed to help you: Understand the importance of Records Management and why records are maintained Understand your RM responsibilities Learn basic RM terms and definitions Learn how to identify a Record Learn about a Legal Hold Understand Records Schedules Locate additional resources 2 Learning Objectives You may need to convince other senior managers of the need for and benefits of records management and, in this context, the policy. Maintaining the record involves developing operations to store the record. The Department of the Navy Records Management Program establishes policies and procedures for life-cycle management (creation, maintenance, use and disposition) of DON records. Several other options to accommodate with a records management system include documenting and communicating the policies and procedures associated with all records management, developing and implementing control mechanisms and procedures for every phase of records management and keeping the records management systems simple and easy to communicate and easy to manage. Where does the record go after everyone has viewed or acted upon the record (such as recording a payment on account)? <]>> Legal discovery requests may compel the production of any Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. Determining when a record becomes eligible for archiving is part of records management. This manual implements the policy set forth in Secretary of the Navy Instruction (SECNAVINST) 5210.8D, Department of the Navy Records Management Program, 31 December 2005 and is issued under the authority of SECNAVINST 5430.7N, Assignment of 200 13 Additional policy and guidance addressing e-mail and web/portal records will be forthcoming in the Records Management Manual and the Records Management Handbook. Selecting where the records are archived and how long the records are archived are also part of this function. The manual is used to outline the correct procedure regarding treatment of incoming and outgoing correspondence. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. A record can be a tangible paper object or it can be in electronic form. 0000002431 00000 n 0000001526 00000 n Considerations for disposal include determining how long the record has to be stored. 6 Information & Records Management Process Manual Records sentenced with a disposal date at some point in future should be listed and boxed for transfer to IRM only if you have no storage space within your department. The records management department has completed needs assessments of recordkeeping in various departments, and has used one assessment to institute major improvements in the creation of social services case files. records management program. On the other hand, the goal of records management is compliance. A compliant records management program is necessary for organizations to proactively and pro-gressively manage all data, media and information. A leading reason why many organizations have gone paperless is the ease with which an electronic system allows for information retrieval and sharing. 0000001916 00000 n Be it an employment application, an invoice or an inventory control report, once the record has been created, all other operations or management functions for that record have to be employed. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. Who is responsible for ensuring the safe storage of the record? 0000004419 00000 n APSM 45-2 Records Management and Documentation Manuals. “Records management is responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records”. A record can be a tangible paper object or it can be in digital or electronic form. (eg duplicates, for reference-only, external All of these questions need well communicated answers. This document provides further guidelines to facilitate B/Ds to adopt the relevant good practices. Together they ensure that reliable evidence of actions and decisions is kept and remains available for reference and use when needed, and that the organisation benefits Ensuring proper return of the record is also an important part of the records management system. Records management addresses the three phases of the life cycle of records: The creation or the receipt of a record; the maintenance, safe storage, retrieval, or general use of a record; the disposal of a record. Lastly, guidance from the records management department helps the county control production of unnecessary records and copies. There are many other advantages to using electronic record keeping, as listed below. The Records Management Manual will serve as a starting point for records management at UBC, and employees are encouraged to use the tools being developed by the University Archives, including the Records Management Manual and the Records Retention Schedules. 200 0 obj <> endobj In a legal proceeding, a copy of a record, which is considered an unofficial record, can be used in court in the same way as the original or official record. There are hundreds of resources available to learn effective records management. Essentially, it comprises anything that is part of a business transaction. General Editor Michael Roper has had a wide range of experience in the management of records and archives. Some record storage is dictated by government regulations such as tax records, some by banks for loan management and some by legal guidelines such as incorporation papers. Individual households also need to practice good records management. In addition to maintaining such records, it is also critical Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a company’s lifecycle.RM includes everything from the creation of a record to its disposal. Disposing of most records should be completed by shredding. records management is to identify and maintain rec-ords that adequately and properly document the or-ganization, functions, policies, procedures, decisions, and essential transactions of projects and research. applicable must be considered as such in accordance with DOE O 243.1, “Records Management Program.” The same holds true for documents posted on websites and portals. Some records such as historical records may be kept for the life and sometimes beyond of the company. Archival processes are part of the maintenance phase of records management. Both manual and electronic records management systems have clear advantages as well as disadvantages. A records series is … Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. 2014 RM&DM [In Effect through November 30, 2016] 2014 RM&DM Appendix [In Effect through November 30, 2016] RMandDM 3rd Edition 9-1-16.pdf [Effective Implementation Date – December 1, 2016] the International Records Management Trust to support the development of records management through technical and capacity-building projects and through research and education projects. Records Inventory Records holdings must be inventoried before appropriate controls can be instituted. It also includes determining how records are disposed of such as by shredding within the company or hiring an outside company to shred and developing a tracking system of disposal can also be helpful. %%EOF 1.4 Like other resources of people, machinery and equipment, Molemole Municipality places a high ... 2.6 To promote a sound records management practice and eliminate unnecessary duplication of records. Listing which records by category where disposed of, how they were disposed of and where can be beneficial to long term records management. 0000000556 00000 n RECORDS MANAGEMENT AND DOCUMENTATION MANUAL for Providers of Publicly-Funded MH/DD/SA Services CAP-MR/DD Services and Local Management Entities North Carolina Department of Health and Human Services Division of Mental Health, Developmental Disabilities, and Substance Abuse Services APSM 45-2 Revised March 1, 2009; Effective April 1, 2009 Records should be stored in a dry, cool location to prevent damage to either paper or electronic copies. 202 0 obj<>stream Step 2: Research the organisation’s current records management practices, resources and attitudes Trainers Manual . Copyright 2020 Leaf Group Ltd. / Leaf Group Media, All Rights Reserved. trailer Records can be kept on financial, medical, informative, formal documents, office documents, payroll, government forms and emails among hundreds of other types of records. 0000000845 00000 n There are many, though similar, definitions of records management. Records management is the process of identifying and protecting evidence, which comes in the form of records. This manual provides guidelines and procedures for the proper administration of a records management program. Simply put, records management is the management of an organization’s information throughout its lifecycle. DON Records Management Manual SECNAV M-5210.1, September 2019 - September 23, 2019. (See Guide 2 for details of the role of the person with lead responsibility.) x�bb�f`b``Ń3� F� s� Patricia Faulhaber is a freelance writer with over 20 years of writing experience. This Procedures Manual for Records Management was Reviewed, Approved and Authorized for Implementation at Southern Leyte State University-Main Campus, Sogod, Southern Leyte. %PDF-1.4 %���� Also always check with local, state, and federal regulations regarding specific rules for records management. Creation or receipt of records is what creates the demand for records management. For cities, states, and townships, historical records may have to be stored for an indefinite amount of time. 0 H��W�o�6~7�����v$ْm�(�&���Vo����2�FJܿ~w�~ى�C�D�Ȼ��������]��|��޿�p{����p����I���G7��O���r-�(ZC�a�=>ө�A����[�o �$�f�^�&�.���n��d��|������Q< ]�gk�pf�ߓ����� �� )n!��pNw\�A��� �]y��қ>g���3��^1�v?��3�x Y�:2��� ��y3N�g�Zn�(� ���ިB�GO�ݴ��SWà �③��r���f��������ѵ5�g:r���ZK��_��-�. Disposing of records in the proper time frame is critical. Records management (RM) is the supervision and administration of digital or paper records, regardless of format. Records can be kept on financial, medical and emails among hundreds of types of records. When the record is out of its storage, it is vital to good records management to have a system in place to determine who has the record, where they have the record and when they intend to return the record. endstream endobj 212 0 obj<>/W[1 1 1]/Type/XRef/Index[34 166]>>stream Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or receipt to its eventual disposition.This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The Department of the Navy (DON) Records Management (RM) Program establishes policies and procedures for life cycle management (creation, maintenance, use, and disposition) of DON records. ISO 15489 defines Records Management (RM) as the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Frequently Asked Questions for Records Management in General. Records Management Office The information presented in the Manual defines a quality system for records management that substantially complies with the requirements. Approving documents faster, reducing manual data entry and automating recurring tasks are some of the many functions of document management that work toward this goal. Technical schools, colleges and universities, online training, and reference books abound at the local bookstore or college bookstore that can help with developing an effective and law abiding records management system. She has written for a wide range of newspapers, consumer and trade magazines, and online news resources. x�b```b``���������ˀ ��@����D�a�e��F�n��S@�\�,i"z�~,͐dI�ij>s]s�K�� ���8N U4 �Vq �� 3�T@, �a��l � �"`{Ux�VD4�c`Ha`U� Who has to view the record? 0000002935 00000 n Data Retrieval and Sharing. The Records Management Process 1. startxref Issued: July 2012 . xref The time frame for keeping records is dependent upon the nature of the record. A number of considerations have to be realized when storing records, including making the record available for retrieval by those who need to reference the information or have access to the personal nature of the record. One function of the records management process is to determine the flow of the record once it has been created or received. ADRM Assistant Departmental Records Manager B/D Bureau and department CCGO Central Cyber Government Office CM Content management DRM Departmental Records Manager EDMS Electronic Document Management System EIM Electronic information management ERKS Electronic recordkeeping system ERM Electronic records management FR of an ERKS Functional … Safe storage of records may include storing digital copies of each record off premises in another office or in a safe deposit box at the bank. Records management is more than retention, storage, and disposition of records. Records Management system (RMS) is the management of records for an organization throughout the records-life cycle. Page 2 of 68 Introduction to Records Management . As the number of laws and severity of punishment governing records management continues to increase, it becomes even more para-mount that organizations follow best practices for proper records management. ... 1.30 Recordkeeping process and records management tools 60 mins 2.30 Break 20 mins 2.50 What Are Archives 15 mins Key things to remember 3.30 – … It entails all recordkeeping requirements and policies that allow an organization to establish and maintain control over information flow and administrative operations. Easy-to-destroy records Note that records from Class 1 of the GDA for destruction. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along … Records management is a must-have function of companies, nonprofit organizations, government agencies, social agencies, medical, commerce, financial, schools, colleges and universities and all other types of entities that generate information that needs kept for a defined amount of time. 0000000016 00000 n system used to control an organization's records from the creation of the record until the record is archived or destroyed 0000001277 00000 n 0000003012 00000 n An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. The other side of making the record available is denoting who cannot have access to the record. 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