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Files & Correspondence Management Course Outline

Files & Correspondence Management Course Outline

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Published by: Emerson O. St. G. Bryan on Apr 08, 2010
Copyright:Attribution Non-commercial


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Module One Module Two
Module Three
Module Four
Module Five
Introduction to RecordsManagement
The Records Unit CorrespondenceManagementFiles Management Best Practices forRecords Management
- The Basics- The Records Life CycleConcept- The Odyssey of RecordsManagement- Core functions of aRecords Unit- Responsibility of RecordsStaff towards Users- Responsibility of Users- Mail Management- Classification andCorrespondence Analysis- Numbering Arrangement- Action Indicators- Email Management- Creation of OrganizationFiles- Maintenance ofOrganization Files andFiling Equipment- Disposition and Retentionfor Organization Records- Secure Destruction ofOrganization Records- Monitoring andControlling OrganizationRecords
Best Practices forRecords Management
- Standards and Lawsfor RecordsManagement- Core Competences forRecords Staff- E-Government andPublic Records
- Filing Techniques
Module: 1Introduction to Records Management
This module deals with the basic introductory concepts and issues pertinent to theprofession of Records Management.
The Basics
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.
Module: 2
The Records Unit
The relationship between the Records Unit and the other business support units, wherespecific reference will be made to the functions of the Records Unit, as well as, some bestpractices for the greater delivery of records services will be explored.
Core functions of the Records Unit
 The basic services expected from the Records unit (Registry), using the WestminsterModel.2.2
Responsibility of Records Staff towards Users
 The organizational and functional arrangements for a typical Records Unit, as well as theassignment and location of the records management function within the Enterprise.2.3
Responsibility of Users
 The unique partnership between records staff, and users for the continued sustainabilityof the records management programme.
Module: 3
Correspondence Management
This module explores the various types of correspondence typically generated within theEnterprise, as well as industry practices and procedures for their management.
Mail Management
 Rules and procedures for the effective management of incoming and outgoingcorrespondence.

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