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Intro to RM Getting Organized Files & Records

Intro to RM Getting Organized Files & Records

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Published by: Emerson O. St. G. Bryan on Apr 08, 2010
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10/24/2012

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2009 Records & Information Management Training Workshop
 
Seminar:
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WORKSHOP DESCRIPTION
Unit: 1Introduction to Records Management
This module deals with the basic introductory concepts and issues pertinent to theprofession of Records Management.
1.1
Definition of a Record
Definitions of what exactly constitutes a record based on various environments and asdefined by several international and regional authorities: ISO 15489, ARMA, AIIM, IRMT,as well as selected Caribbean legislation, e.g. FOI Acts, Evidence Acts and other relevantpieces of legislation.1.2
The Records Life Cycle Concept
Introduction to the lifecycle concept describing the various stages through whichinformation passes in recorded form.1.3
The Odyssey of Records Management
 Overview of the historical background of records management from cave drawings andrecorded messages left by earlier civilizations, and its transition from a perceived low
level clerical function into an accepted discipline with its own set of ethics, rules,standards and academic support programmes. Related information disciplines will alsobe discussed as well, with some appreciation for how these disciplines complementrecords management, as well as the increasingly diverse functions and nomenclaturethat people managing records are now facing, especially within the electronicenvironment.
Unit: 2
 
Active Files Management
This module deals with matters affecting the management of Active Records, and willtreat with the first two (2) stages of the Records Lifecycle, i.e.; creation andmaintenance/use.
2.1
Correspondence Management
 Discussion on some of the types of correspondence used within the organization, withemphasis being placed on standardization of letterheads, use of form letters and the useof subject captions to help with the classification of documents, as well as the treatmentof correspondence received and disseminated by/ throughout the organization.
 
 
2009 Records & Information Management Training Workshop
 
2.2
Records Centre Operations
 Illustrations of some of the general services usually delivered by the Records Centre/Unit.Best practices for the creation of new files, merging of files, closing of files, cross
referencing and the opening of new file volumes will be shared with the participants. Therelationship between the Records Unit/ Center and other business units will also bebriefly examined.2.3
Filing Equipment & Control
 Filing equipment selection for recordkeeping will be discussed, as well as demonstrationof simple File Monitoring Systems for the tracking of correspondence and recordsthroughout the organization will be undertaken in this session.2.4
Business Systems Analysis & Records Classification Development
 One of the pre
requisites to developing taxonomies for the management of informationis to view the organization as a system. This session will discuss the dictionary andencyclopedic methods for the sorting and arranging of files and records into a RecordsClassification Scheme. Some emphasis will however be placed on the use of theMaster List of Subject Headings and various ‘coding’ methods, as well as the hierarchicalarrangement of records into primary, secondary and tertiary blocks for accuratedescription and classification of information.
Unit: 3
 
Management of In
Active Records
This module deals with matters affecting the management of In
Active Records, and willtreat with the last two (2) stages of the Records Lifecycle, i.e.; disposition anddestruction.
3.1
The Records Inventory Exercise
 Conduction of a Records Inventory Exercise as the foundation for a Records ManagementProgramme, as well as the importance of stocktaking to determine the informationalassets of the organization, as well as the identification and elimination of non
recordswill be discussed during this session.3.2
Records Retention & Disposition
 Consideration of the concepts of appraisal and disposal, and the importance of appraisalpolicies, followed by a review of some of the key steps involved in carrying out recordsappraisal and disposal activities, including: identifying responsibilities, documentingprocesses, conducting research, carrying out an assessment, confirming appraisalassessment and implementing appraisal and disposal decisions will be covered duringthis session.3.3
Disposal of Records
 Disposition is the final determination of whether to store in
active records that may berequired for further use by the organization in a Records Storage Centre or an Archive, orthe secure destruction of records that are no longer needed by the organization. Somebest practices for the ‘disposal’ of records will therefore be highlighted during thissession.
Unit: 4
 
“Legs & Regs” for Records
This module will be examining legislative and regulatory requirements for recordkeepingin various industries. An attempt will be made to link local examples to the establishedinternational best practices.
 
4.1
Legal Requirements for Records Keeping
 During this session the participants will be taught how to conduct a Legal ResearchExercise in order to determine the specific recordkeeping, industry and legislativerequirements that their organization must comply with.

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