Effective Records Management - Introduction

Effective Records
Management
Fe Angela M. Verzosa 1
Why an integrated approach
to RM?
• Lack of uniform classification and filing
system
• lack of systematic and orderly transfer of
inactive records
• lack of standardization and control to the
creation of forms and directives
• loss or misfiling of records
• lack of storage space and filing equipment
A good records system:
•contains complete and comprehensive files
thereby enabling effective decision making
•provides integrity and continuity regardless of
changes in personnel
•facilitates protection and preservation of
records
•provides low cost and efficient maintenance of
records
•reduces the possibility of misfiling and
duplication
• means less time spent searching for files and
documents. Fe Angela M. Verzosa 3
Goals of an RM program
• create only necessary records for
efficient and successful operation of
the office/institution.
• produce the records when needed.
• retain/preserve only records needed
for continued operation of the office/
institution, and dispose what is not
needed.
Objectives
• Protect institutional information resources
throughout their life cycle, including identifying
vital records, and implementing strategies to
preserve records of long-term value.
• Improve the flow of information in the
organization.
• Establish an RM component in institutional
information resource policy and planning.
• Provide for adequate data collection and
information access and retrieval, including
institutional positions on privacy and
confidentiality.
Components of a Records
Management Program
• policy and procedure development
• records inventory, appraisal, retention, and
disposition
• inactive files management and control
(records center)
• management of active files
• reprographics, micrographics, digitization
• vital records management
• training and outreach programs
FUNCTIONS
• RECORDS CREATION
recording of information on paper, print, tape or
any transmitting medium
• RECORDS MAINTENANCE
producing the records when needed
• RECORDS DISPOSITION
determining the ultimate fate of the records
Definitions
• RECORD : information captured in reproducible
form required for conducting any transaction or
activity.
• RECORDS MANAGEMENT: a logical and practical
approach to the creation, maintenance, use and
disposition of records.
• LIFE CYCLE CONCEPT: records pass thru three
stages from its creation and active use to its final
disposition.
LIFE-CYCLE CONCEPT
CRITERIA in creating
records
• is it necessary?
• what constitutes adequate
documentation?
• is it desirable to have it in a
consistent format?
• what is its future life ?
• what is the best way to store
and retrieve it?
Records creation
 CORRESPONDENCE
MANAGEMENT
 REPORTS CONTROL
 FORMS ANALYSIS AND

DESIGN
 DIRECTIVES MANAGEMENT
Records maintenance
• adoption of a files plan
• choice of
equipment/supplies
• mail management
• files management
filing procedures
cross-referencing
releasing
checking
sorting
Records disposition
• inventorying
• appraising
• scheduling
• retiring
disposal policies transfer
guidelines archival
procedures
Personnel involved
• Creator/originator
• user/processor
• office clerk
• records clerk
Training and Outreach
• regularly provide workshops and other training
which outline basic program policies and
procedures and office responsibilities
• establish a system of records liaisons or
coordinators within the major units of the
institution to serve as basic contacts for the
records management program
• publicize, inform, educate the campus community
thru campus newsletters, brochures on various
records management topics, and electronic
communication technologies (emails, library blogs)
Summary
The ultimate test of a good records
management program is whether the
records are available to those who
need them, when and where they are
needed (effectiveness), the manner
in which they are made available
(efficiency), and at what cost
(economy).
Questions?
Contact verzosaf@dlsu.edu.ph

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Effective Records

 FORMS ANALYSIS AND

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