Professional Documents
Culture Documents
Introduction
• Directorates
• Departments
Org are established with a purpose & such purposes are with
respect to their mission, objectives, activities, tasks and
transactions
RECORDS MANAGEMENT
Secret Records:
Such records are filed in green file covers with a red band
diagonal/ across the file.
Confidential records:
Legal records:
Financial Records:
Medical records
Such records are of two types namely subject files and personal
files. E.g.Human resource policies, birth certificates, professional
and academic certificates.
Public records:
Private records:
Reliability
Integrity
Usability
IMPORTANCE OF RECORDS
Making decisions;
Developing plans;
Discharging obligations;
A current stage;
non-current stage.
For the sake of this course, a traditional model of three stages will
be adopted, which are:
Active stage
Created,
Received
Distributed
Used
Stored &
Actively maintained
Records creation
Records are created by action officers (from the top mgt to the
lowest level of management staff).
1) Seniour managers
2) Middle managers
3) Supervisors
4) Operational staff
1) Messengers
2) Postal offices
3) E- mail
4) Fax etc.
REGISTRY
It’s the heart of the org (pumps info in & out of the org)
Damage,
Theft,
Fire,
Deletion,
Alteration,
Environmental hazards
Unauthorised access
Removal of documents
RMU/Registry responsibilities
3) The right info is provided to the right person, at the right time
& at the least possible costs
Semi current records: records that are not regulary used for
the current bussiness transactions
Transfer of records
Microfilming services
DISPOSAL
Values of records
Fiscal value; records which depicts how the org used its
financial resources.
Destruction methods???
INACTIVE STAGE
Mail mgt
File mgt
Records retirement
MAIL MANAGEMENT
Valuable register
Includes;
Entails/involves…
creation of records,
maintenance of records
i. Receiving mails
v. Clearing out-trays
It provides order
Missing folios/correspondences
Minutes
BU Diary
i. File
Bring up Diary
STORAGE OF RECORDS:
Damage,
Theft,
Fire,
Deletion,
Alteration,
Environmental hazards
Unauthorised access
Removal of documents
Shelves
centralized,
decentralized and
Advantages
No duplication of records
Ensures proffessionalism
Decentralized
Advantages
Disadvantages
Security is a problem
In big org??????????
RECORDS RETIREMENT
Burdened and
Requirements
Meaning of HR Records
• Confirmation in post
• Performance appraisal
• HR training etc
Types of HR Records
Subject files
Personal files
Subject files
• These are managed just like other subject or policy files tht are
not HR related
Confidential
open
i. Fragmentation of information
• Rec kept in master personal file are those tht are most
valuable 2 ones career in the service.
• Appointment letter
• Birth certificates/affidavit
• Change of name
• Copy of national ID
• Disciplinary records
• Letters of confirmation
• Letters of promotion
• Pension certificates
Working file
• They can also contain copies of key docs in the master file
• Acting appointments
• Allowance applications
• Curriculum vitae
• Driving license
• Loan application
• Loss reports
• Payment voucher
• Rec of leave
• Refunds
• Salary advances
Backup-digital file
• Developing plans
• Discharging HR functions
ii. They document the contractual r-ship btn the employer &
employee & employee’s career history
vi. Helps the Gov 2 gather data in respect to rate of turnover, rate
of absenteeism & other personal matters
Longevity: some of the HR rec have a very longer life span b’se of
the essential infor contained in them.
1. The HR Officers
3. Heads of Departments/units
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Introduction
Loss
The following are the issues covered by the Guidelines & Procedures
for Managing Personnel Records in the Public service, 2013 as far
as the maintence of rec is concerned.
Filing minute sheets 2 the left hand & the papers received to
the right side, each on top of the other; in date of receipt order.
a. A card index
a. Card index
b. Book index
• Rough handling
• Writing on records
• Vandalism
Definition
Tanzanian experience
It saves space
RRDS ensures:
Prevention of backlogs