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Fe Angela M. Verzosa
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 Fe Angela M. Verzosa 2 .
.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 Fe Angela M. Verzosa 3 documents.
Verzosa 4 . • produce the records when needed. Fe Angela M. and dispose what is not needed. • retain/preserve only records needed for continued operation of the office/ institution.Goals of an RM program • create only necessary records for efficient and successful operation of the office/institution.
including identifying vital records. and implementing strategies to preserve records of long-term value. Verzosa 5 confidentiality. • Establish an RM component in institutional information resource policy and planning. including institutional positions on privacy and Fe Angela M. • Improve the flow of information in the organization. • Provide for adequate data collection and information access and retrieval. .Objectives • Protect institutional information resources throughout their life cycle.
retention. appraisal. Verzosa 6 . and disposition • inactive files management and control (records center) • management of active files • reprographics. micrographics.Components of a Records Management Program • policy and procedure development • records inventory. digitization • vital records management • training and outreach programs Fe Angela M.
print. Verzosa 7 . tape or any transmitting medium • RECORDS MAINTENANCE producing the records when needed • RECORDS DISPOSITION determining the ultimate fate of the records Fe Angela M.FUNCTIONS • RECORDS CREATION recording of information on paper.
Definitions • RECORD : information captured in reproducible form required for conducting any transaction or activity. use and disposition of records. • LIFE CYCLE CONCEPT: records pass thru three stages from its creation and active use to its final disposition. Verzosa 8 . • RECORDS MANAGEMENT: a logical and practical approach to the creation. Fe Angela M. maintenance.
Verzosa 9 .LIFE-CYCLE CONCEPT Fe Angela M.
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? Fe Angela M. Verzosa 10 .
Records creation CORRESPONDENCE MANAGEMENT REPORTS CONTROL FORMS ANALYSIS AND DESIGN DIRECTIVES MANAGEMENT Fe Angela M. Verzosa 11 .
Records maintenance • adoption of a files plan • choice of equipment/supplies • mail management • files management filing procedures cross-referencing releasing checking Fe Angela M. Verzosa sorting 12 .
Verzosa 13 .Records disposition • inventorying • appraising • scheduling • retiring disposal policies transfer guidelines archival procedures Fe Angela M.
Personnel involved • Creator/originator • user/processor • office clerk • records clerk Fe Angela M. Verzosa 14 .
educate the campus community thru campus newsletters. library blogs) Fe Angela M. inform.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. brochures on various records management topics. and electronic communication technologies (emails. Verzosa 15 .
Verzosa 16 . the manner in which they are made available (efficiency). when and where they are needed (effectiveness). Fe Angela M.Summary The ultimate test of a good records management program is whether the records are available to those who need them. and at what cost (economy).
edu.ph Fe Angela M. Verzosa 17 .Questions? Contact verzosaf@dlsu.