filing and records management pdf

Introduction 2. Formal processes have existed for at least some four thousand years, since Mesopotamians began using blunt reeds to press symbols onto clay tablets known as cuneiform documents to record land, grain, and cattle transactions. 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 Records management is the process for providing evidence of those activities. describing records (file naming and metadata) there are certain conventions you should follow, which are discussed later. • Just as you can’t complete a puzzle picking out random pieces, with the right method it all comes together! savings, fewer lost or misfiled records, and reduction of expenditures for records filing equipment are just a few of the benefits that good records management can help achieve. Also Check: Document Scanning and Digitization. •Alphabetic filing method –Records arranged by letters of the alphabet –Variations exist in some systems •Filing rules –Ensure consistency in storage procedures –ARMA International publishes rules and guidelines 2. filing equipment management; identification and maintenance of vital records (disaster recovery and rights and interests records), quality assurance records, and records requiring protection for national security reasons. Records Management allows money to be saved on filing cabinets, file folders, and the cost of employee time spent filing and retrieving records. Program managers, who ensure that staff follow recordkeeping guidelines to create and keep records to document business processes (see 1.4). Records management professionals, who establish and implement policies, procedures and standards (see 1.3). Filing Guide for Managers’ Records Records relating to the daily management of financial, personnel, and operational matters that are created and maintained by managers at all levels of the organization. However either term is acceptable and can be used when producing a rule set for managing records. This can lead to redundant records, lack of clearly identified official copies, and insufficient records for audits or litigation. Critically, while it can be difficult to quantify, a good filing system spares individuals time and energy spent performing after-the-fact records management. Standards 7. Records in the Records Management Unit 10. The need to manage records 5. • Files management – Systematic control of active files • Active files – Used frequently • Types of active files – Case files – Subject files – Uniform files Benefits of a Filing System • Records filed accurately • Files found quickly • Records easier to use and trust • Saves money and space • Efficient, cost-effective public service. Records management practices, and in particular records creation, must be systematised through policies, procedures and the application of best practice. 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 Requirements of an Electronic … All staff, who must create and keep records in accordance with RIM guidelines, policies and procedures. For additional terms and definitions, consult the . Strong in PDF file management as well as form entry and document export. f) “Client Property” means original documents and documents prepared for the Client’s benefit which the Member has been retained by the Client to prepare. 1.6 One of the main purposes of any filing scheme (or file plan) is to facilitate organisation of related papers/materials and continuous documentation of activities, as well as to make information retrieval faster and easier. Benefits of Records Management include more effective management of your current records (both paper and electronic); a reduced / eliminated level of record-keeping redundancies; reduced costs for records storage equipment and supplies; and increased usable office space through the elimination of unnecessary file storage. Records Management Office will take the lead, with appropriate departmental consultation, and produce generic high-level guidance for record-keeping and retention policies. The utility quality assurance program will rely on N45.2.9/NQA-1 for records, but similar detailed guidance specifically related to document control is not found in the ANSI N45.2 standards. A Client File contains Client Records, Client Property and Member Property. Your “space” • Is your furniture “hiding” under the piles? Records may be originals, or copies of records maintained by other departments, such as Financial Services or Human Resources. Records management is a process by which an institution organizes and manages its information assets. A cross-referencing form (PDF) is the recommended means of documenting the existence of related information located in a different section of the filing system. The aim of the policy is to advise staff on the operation of the manual and electronic filing systems and their roles and responsibilities in ensuring these systems operates efficiently and effectively and reflect good practice in terms of records management. • Do temporary files overstay their welcome? Properly managed files will prevent the loss of historical records and make filing easier, simpler, more logical, and more efficient. as agreed by NIPEC’s Records Management Group (RMG) in consultation with relevant staff. 4. 1.2 Create and Maintain As a public office under the PRA, UC is obligated to create and maintain full and accurate records of business activities. Many records management programs manage existing records well. Retention of Records 8. number: -3 Records Management tertiary numbers, if used, indicate further division, e.g. Records Management Procedure 6701‐PR1 Directory of Records Classification 0650 10 3 of 18 Procedure Procedure 1.5 Advice on Filing Systems The Records Management Office will provide active records and filing system advice to custodians on topics such as: • Electronic filing methods In addition, space may be reclaimed – in closets, basements, and hallways that is currently taken up by records. Note that definitions are specific to the Smithsonian Institution. The new record management technology can be assimilated with existing records system to make the system stronger. This will allow for a common approach to the management of similar records across the organisation, thus reducing duplication of effort and reducing the burden on all departments. EDRMS Instructions for filling in Modify User Access Request Form (PDF) CRMS. Policy statements 3. The records management procedures should describe in detail how to comply with the requirements outlined in the records policy and other instruments. Steps to Developing a New File Plan Involve Your Stakeholders Investing in record management software can prove to be helpful if a company has physical record management system in place. 3 What is records management? Mobile support is an added bonus. The necessity of subject classification and indexing 9. number -3.1: File Classification System number -3.2: Retention and Disposition Schedule . Filing & Records Management Your office –a puzzle? Falls behind other products in … The Basics of Records Management. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. CRMS is a records management system used for managing physical records by some government and broader public sector organizations. Definition or records 4. Managing Active Records: File Management. Electronic document management solutions are designed to organize business files and records digitally, whether they started out in paper form or were generated by software applications. Records Management Glossary of Terms This glossary provides definitions for many of the archival and records management terms found on this website. Registry staff are advised to go through this chapter before going on further. IT SERVICES: RECORDS MANAGEMENT PROCEDURES MANUAL Page 5 KEY DEFINITIONS Active records: are records in constant use that need to be retained in the office close to users. Unfortunately, records management often is not effective during the time that records are being created. Appropriate controls should be built into filing systems to capture and identify accurately information required by an organisation. The right filing system produces important tangible results and eliminates costs associated with poor procedures. Records management: Records management is the exercise of physical and intellectual control over records to ensure their integrity in support of an organization’s accountabilities and actions. 17. Records Management: Applying ARMA Rules to Business Filing By Kim Olson In this interactive object, learners apply their knowledge of the Association of Records Managers and Administrators (ARMA) filing rules by organizing and filing records alphabetically, numerically, and by subject. Roles and responsibilities 6. Document control is emphasized in the configuration management activities of INPO. Paper files are first converted to electronic format by scanning. EXAMPLE B: 110-4.3 will be the numeric identifier for Faculty Tenure and Promotion Appeals. Ministries and agencies establish physical control by ensuring records are identified, documented, located, retrieved, and protected from loss, physical damage or inappropriate access. It provides records management processes for the records staff, recordkeeping processes for the records coordinators and end users and, when applicable, specific procedures for business units. Online Meetings (PDF) SharePoint (PDF) Records Management Basics (updated September 2020) ARCS & ORCS user guide (PDF) Best Practices when leaving a Minister's Office (PDF) Departing Employees (PDF) Digitizing Government Information (PDF) Key to ARCS/ORCS Codes and Acronyms (PDF) Managing Draft Records and Working Materials (PDF) Managing Minister's Office Records (PDF) Managing Records … ‘management rule’ is preferred explicitly for records management within a file system. Assimilate New Records Management Technologies. Archival records: are records used to administer, support or document the delivery of College programs, carry out operations, make decisions or account for College activities, and require indefinite CRMS will be retired by January 2022; CRMS migration and retirement activities are underway. Glossary of Records and Archival Terminology published by the Society of American Archivists. 3. 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. • What do you do after you dump out all the pieces? Metadata Data describing the context, content and structure of all records and folders within a file system. Cons. 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