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KEY ACTIVITIES IN
RECORDS AND ARCHIVES
MANAGEMENT
Chapter Overview
Registry
Organizing and Controlling Records
in Office Environment
Chapter 3
LEARNING OBJECTIVES:
After studying this chapter, you should be able to:
1.
2.
3.
4.
5.
6.
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ADVANTAGES OF CENTRALIZED
REGISTRY
DISADVANTAGES OF
CENTRALIZED REGISTRY
registry system:
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ADVANTAGES OF
DECENTRALIZED REGISTRY
Chapter
3
DISADVANTAGES OF
DECENTRALIZED REGISTRY
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The second activities in managing records throughout their life cycle are to organise and
control records at the point of creation and use: as current records. The purpose of
managing current records is to ensure efficiency and economy in office operations, to control
the creation and use of information and to protect valuable information against loss or
damage. There are five (5) step involved in organizing and controlling active
records.
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According to the step of records system above, business system analysis will examines
each of steps with answering the question below. Depending on the answers to these
questions, the organization might to restructure it procedure or not in order to improve
efficiency and economy in records management.
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QUESTION
How long does it take for the task to be
completed?
How many people are involved?
ANSWER
Is that an adequate amount of time
OR
does it takes too long
Too many people
OR
Not enough
Do people think others are responsible
for tasks when they are not
OR
Do people undertake work that is not
within their own area of responsibility
How often is a follow-up letter or
clarification required
Can they be easily found again if
needed?
Figure 5: Example of question and answers for conducting Business System Analysis towards
records system
The business systems analysis in records management can be done by the
conducting records survey of current records in the organization. By conducting this
survey, records officer or records manager in the organization can examines and
offer recommendation and significant input or alteration to the records systems. He or
she can comment on the effect of systems re-engineering on records keeping,
ensuring that records are managed efficiently and according to legislative or policy
requirements.
Records survey can be defines as an application of the techniques of business
systems analysis to
physical form and type, location, physical condition, storage facilities, rate of
accumulation, uses and similar data about the records of an organization. The
objectives of a records survey include:
a)
b)
c)
d)
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a)
b)
c)
d)
In order to make sure all of this process will be manages effectively; organization
should develop an effective record keeping system which considers the requirement
of a filing system.
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Classification system is used to classify the files in the organization which carried out
certain activity or task. Files are divided into two main categories:
i) Housekeeping files
Consist of files that been created or received in the organization which related
to the administrative activity in order to support the operation of the
organization. It is presented into five main series:
1)
Administration
2)
Asset
3)
4)
Financial
5)
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There are four main types of classification systems used for the arrangement of
series of files within government. These four are not mutually exclusive; they may
be used at different levels within the same system. The preferred system is one
based on the functions or activities. The four types are
1. Alphabetical
2. Keyword or theme, reflecting functions or subjects within a hierarchy
3. Function or activity, reflecting the work of the agency
4. Hierarchical, reflecting administrative structures
c) Coding system
Coding is used to represent any classification system, by replacing file titles with
numerical or alphanumerical codes. There are a few types of coding system that
available to put into practice. Organization can identify the most appropriate
coding system for their organization recordkeeping. There is:
1. Running number system
Running number will be indentify to each time a new file is created
without given irrespective functional or housekeeping files.
For
example:-
001 : Meeting
002 : Expenditure
003 : Building
004 : Salary
005 : In-house training
2. Chronological system
The coding system will be presented by referring to the day, month or
year. Normally chronological system will be combined with the running
number system. For example
001/2011
002/2011
003/2011
004/2011
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: Meeting
: Expenditure
: Building
: Salary
Description
001
: a running number of the file
2011
: Year of creation
Meeting : File Title
005/2011
3. Duplex system
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: In-house training
100.1.5
100/1/5
100 1 5
100,1,5
100.1-5
Description
100
1
5
ii)
iii)
: Administration
: Circular
: Interdepartment
A/b/f
A.b.f
Abf
A,b,f
A-b.f
100-/b/5
100.b.5
100 b 5
100,b,5
100.b/5
Description
100
b
5
: Administration
: Circular
: Interdepartment
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Once records have been classified and scheduled, their care should become a
matter of routine. Procedures should then be developed for managing the records in
the office, transferring them out or destroying them on the disposal date and
receiving records in the records centre or archival repository. Below is the example of
disposal schedule by the University of Melbourne.
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University of Melbourne
Records Disposal Schedule No. 17
Student Administration
ENTRY
CLASS/ACTIVITY
2.
2.1
ACADEMIC PROGRES
Unsatisfactory Progress
2.2
Approval to Repeat
3.
3.1
ADMISSION
Application for admission to
degree or diploma & supporting
documentation
3.2
DISPOSAL
ACTION
CUSTODY/TRANFER
Place
on Faculty Office
Student File
Place
on Faculty Office
Student File
Successful
Place
student file
on Faculty Office
Unsuccessful
Incomplete
Appeals
Application
for
special
admission
scheme
and
supporting documentation
- Successful
Destroy 1 year Course and careers
after
unit
determination
-
Unsuccessful
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3.2.5 Appraising records and retaining those with continuing value while
disposing of non-current records
The next task in organizing and controlling records is appraisal process. Appraisal
can show the ability of archivist and records manager in determining which records
that should be retained for ongoing value and which records may be destroyed as
obsolete. Appraisal, retention and disposal are a related activity is a key part of a
systematic process for retention or disposal in order to ensure that the destruction of
obsolete records and transferring of archival records takes place at the right time.
The definition of appraisal, retention and disposal is:
Appraisal: The process of determining the value of records for further use, for
whatever purpose, and the length of time for which that value will continue.
Also known as evaluation, review or selection.
The appraisal practice is considered the two (2) general types of value are
recognized as primary and secondary value.
Records
values
Primary
Value
Operational
value
Legal Value
Secondary
Value
Fiscal
(Financial)
Value
Evidential
value
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Informationa
l value
Intrinsic
value
i)
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b. Financial (or fiscal) value: The primary value of records for the
continuance of the financial of fiscal business of the creating
agency or a successor in function or as evidence thereof (such as
for audit).
ii)
providing
information
on
the
origins,
structure,
functions,
Chapter 3
The third activities in records management is prviding physical protection with records. This
activity is related to the process of preservation and conservation in the organization towards
records.
The good management of records and archives especially the efficient and
economy management of all records storage areas is an efficient methods of ensuring the
survival of the materials held in the storage.
Preservation can be defines as a passive protection of archival materials in which no
physical or chemical treatment to the item occurs. Therefore, conservation can be defined as
intrusive protection of archival materials by a minimal physical and chemical treatments
necessary to resist further deterioration, which will not adversely affect the integrity of the
original. The key steps in providing physical protection of records is consist of:
controlled lighting
The plan should identify vital records and include information on how to
protect them.
The archival institutions plan should protect both archival holdings and its
own operational records.
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The next key step in the management of records throughout their life is the management of
semi-current records, which are usually cared for in separate records centers. The objectives
in maintaining records in records center are to achieved economy and efficiency in storage,
retrieval and disposition of semi-current records. Beside that, managing records center will
ensure the security against both unauthorized access to and destruction of these records in
keeping with its obligation to its creating agencies. Records center also responsible to
protect secure records against the risk of natural disaster such as fire, flood, earthquake and
etc. The activities involved in managing records in records center such:
Developing and
maintaining
offsite facilities
MANAGING
RECORDS CENTER
Transferring, storing
and retrieving
records according to
disposal schedules
Disposing of
archival or
obsolete
records
Receive and administer all records, in whatever format, that are retired
from current records systems
Chapter 3
Once the records centre receives records, it provides high-density, low-cost storage,
retrieving records on the request of creating agencies and providing access to those
records. Storage facilities of records center must be secure, clean, safe and capable
to store a variety form of records in order to make sure the protection of the records
Another main activity that occurred in records center is retrieving process, this
activities normally available to authorized person only that have a written permission
to access the records in records center. As a rule, records in records centers are not
available to the general public.
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The last phase of key activities of records management is the managing archives. Archives
management is concerned with the care, custody, description and retrieval of records once
they have been transferred to the archival agency.
transferred to the archival repository, they become archives in the formal sense and are
covered by specific legislative provisions, policies or guidelines. The steps involved in
managing archives include:
Acquiring
and
receiving archives
providing public
access to archives
Arranging
describing
and
archives
according
archival
Figure 9: Activity involved in managing archives
principles
practices
to
and
Liasting records
Chapter 3
According to the archival legislation (National Archive Act, 2003) stated that archival
institution may also have authority to acquire archives from sources other that it
sponsor agency. National archives should specify what materials are covered and it
should include a time frame for surveying, apprasing the materials and judged to be a
value to nation.
When acquiring archives from external sources, there are two (2) additional phases
of procedures in accession process:
a) Identifying the nature and whereabout of the materials
b) Preparing the materilas for tranfer out og the custody of the creator.
Whether archives are accessioned internally or from external sources, the following
conditions must apply to ensure that the appraisal and accessioning processes are
managed efficiently.
a) There must be good co-ordination between the records office or records
centre and the archival institution.
b) Appropriate staff at the archival institution must keep constantly in touch
with the creation, care and use of records in the organization as a whole.
c) Each accession should have a file in which relevant correspondence and
notes on its progress are recorded.
After aquisition taken place, archival institution will received the archives through
accession department. Accession is the primary unit of records formally received by
an archival institution from a particular source on a particular occasion. Accession
form will be used for recording all tranfers of archives to archival institution for
parmenant preservation. After archives is arrived at the archival institution, the
appropriate action should be taken such:
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3.5.2
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Arrangement and description are two integrated entities that practices designed to
prepare arrchival materials physically and intelectually for reasearch use. These
entity can be defined as:
There are two (2) main objectives in the arrangement of archives which to preserve
their evidential or informational value (Interlectual control) and to make them
available and accessible for use (admiinistrative control). This practices is vitally
reflected to the principles of Respect Des Fonds that consists of provenance and
original order.
The main purpose of description is to make the archives is understandable to the
public which is not involved in the development of the archives. The description
should reflect as accurately as possible the contents of the pieces without being too
long or unwieldy. Archival description normally referred to the finding aids that are
used to access the archives in th earchival institution. There are various types of
descriptive tools that available in archival institution:
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3.5.3
The next step in managing archives is to ensure they are available for public use,
either by members of the government or corporation or by citizens or others wishing
to do research. In order to encourage public to use an archives, archival institution
must put the consideration to:
a)
References Room
The reference room of an archival institution is the contact point for anyone
who wishes to find out about holdings, by correspondence, by telephone or in
person. The standing and reputation of the archival institution will, to a very
great extent, depend on the service that researchers receive.
c)
Reference Staff
Search Room
Enforcement
Strict enforcement of the rules and protecting the archives by correct handling
deters people from misusing documents and even from potential criminal
action. Sloppy enforcement has the opposite effect. It is important therefore
that the director of the archival institution has a strict, clear, legally
enforceable and consistent policy over the implementation of the rules.
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f)
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Tracking procedure
Manual procedures
Many archival sources are held in the form of microfilm. In general, it is best
to have procedures that will allow users to do as much of the work of
selecting the material they want and setting up the microfilm themselves as
possible. However, there may be circumstances in which the archives staff
find it desirable to do this work themselves.
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CHECKLIST
At this point you should be able to:
Identify the activities involved in managing records for entire life cycle
Outline that process that involved in managing semi current records and archives
ACTIVITIES
You have now reached the stage where you should be able to identify the key activities in
the records management. Select one organization or department, do a case study regarding
to the activities that occur in the organization or department.
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STUDY QUESTIONS
PART A: DEFINITION
Please define the following terms:
1.
Registry
2.
Centralized registry
3.
Decentralized registry
4.
Preservation
5.
Conservation
6.
Classification system
7.
Appraisal
8.
Primary value
9.
Secondary value
10.
Administrative value
11.
Legal value
12.
Fiscal value
13.
Evidential value
14.
Intrinsic value
15.
Informational value
16.
Records center
1.
2.
3.
Discuss the step involve in organizing and controlling records in office environment?
4.
List the preservation measure that should consider in organizing and controlling
records in an organization?
5.
Briefly explain the coding system that available in classification system of records?
6.
7.
8.
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