Reports on evaluating the records and management

programme

Subject Code - 307

Submitted by
Ranjit Singh

Assistant Professor RGSC-BHU

Semester III
Bvoc.MOM
 CONTENT

1. Abstract
2. Introduction
3. Concept Of Records Management
4. Key Records Management Terminology
5. What Are The Classification Of Evaluating Record Management
6. Methodology on Evaluating Records Management Programme
7. Importance
8. Conclusion
9. References
 ABSTRACT

Records are documentary evidence of routine transactions made or

received by an organization in pursuit of its legal obligations irrespective
of the physical form or characteristics. Records management is making
and maintaining complete, accurate and reliable evidence of official
business in the form of recorded information. Records are important to
the administration of government institutions, because they contain the
necessary information that helps government programmes function
effectively. Records give government grounds for making decisions,
administering programmes and providing administrative continuity with
past operations. Records help to make the government and its officials
accountable.
 INTRODUCTION

Evaluation of Records management, which is also known as records and

information management. It is an organizational function devoted to
the management of information in an organization throughout its life
cycle. This Evaluation of Records management includes identifying,
classifying, storing, securing, retrieving, tracking and destroying or
permanently preserving records. In fact, The concept of record is
variously defined. While there are many purposes of and benefits to
records management, as this definition highlights, a key feature of
records is their ability to serve as evidence of an event. Proper records
management can help preserve this feature of records.
 Concepts of record management

The Concepts of records is a comprehensive studies and have defined

records as "persistent representations of activities" as recorded or created
by participants or observers. If we talk about an organizational contexts,
records are materials created or received by an organization in the
transaction of business, or in pursuit of or in compliance with legal
obligations. This organizational definition of record stems from the early
theorization of archives as organic aggregations of records, that is "the
written documents, drawings and printed matter, officially received or
produced by an administrative body or one of its officials"
 Key records management terminology

Now if we talk about evaluation and records terminology not all

documents are records. A record is a document consciously retained as
evidence of an action. Records management systems generally
distinguish between records and non-records (convenience copies, rough
drafts, duplicates), which do not need formal management. Many
systems, especially for electronic records, require documents to be
formally declared as a record so they can be managed. Once declared, a
record cannot be changed and can only be disposed of within the rules of
the system .
 What are the Classification of
Evaluation of Records management

Records managers use classification or categorization of record types to

logically organize records created and maintained by an institution. Such
classifications assist in functions such as creation, organization, storage,
retrieval, movement, and destruction of records.But we move further,we
will discuss a few Classification of Evaluation of Records
management
 The First and highest classification is Physical
Records

Physical records are those records, such as paper, that can be touched and
which take up physical space.

Electronic records, also often referred to as digital records, are those

records that are generated with and used by information technology devices.

Enterprise records

Enterprise records represent those records that are common to most

enterprises, regardless of their function, purpose, or sector. Such records
often revolve around the day-to-day operations of an enterprise and
cover areas such as but not limited litigation, employee management,
consultant or contractor management, customer engagements, purchases,
sales, and contracts.
Industry records

Industry records represent those records that are common and apply
only to a specific industry or set of industries. Examples include but are
not limited to medical industry records (e.g., the Health Insurance
Portability and Accountability Act), pharmaceutical industry records,
and food industry records.

Legal hold records

Legal hold records are those records that are mandated, usually by legal
counsel or compliance personnel, to be held for a period of time, either
by a government or by an enterprise, and for the purposes of addressing
potential issues associated with compliance audits and litigation.
 Methodology on Evaluating Records
Management Programme

Programming the evaluating records is a systematic method for

collecting, analyzing, and using information to answer questions about
projects, policies and programs, particularly about their effectiveness
and efficiency. In both the public and private sectors, stakeholders often
want to know whether the programs they are funding, implementing,
voting for, receiving or objecting to are producing the intended effect.
While program evaluation first focuses around this definition, important
considerations often include how much the program costs per
participant, how the program could be improved, whether the program is
worthwhile, whether there are better alternatives, if there
are unintended outcomes, and whether the program goals are appropriate
and useful. Evaluators help to answer these questions, but the best way
to answer the questions is for the evaluation to be a joint project between
evaluators and stakeholders.
Steps to program evaluation framework

The Center for Disease Control (CDC) delineates six steps to a complete
program evaluation. The steps described are:
1. Engage stakeholder,
2. Describe the program,
3. Focus the evaluation design,
4. Gather credible evidence,
5. Justify conclusions,
6. And ensure use and share lessons learned.
 Importance

Although evaluations are often retrospective, their purpose is essentially

forward looking. Evaluation applies the lessons and recommendations to
decisions about current and future programmes. Evaluations can also be
used to promote new projects, get support from governments, raise funds
from public or private institutions and inform the general public on the
different activities.
 CONCLUSION

At the end we came to an conclusion that evaluating reports

management is the structured interpretation and gives the meaning to
predict or actual impacts of results. The main purpose of a programming
reports and evaluation can be to "determine the quality of a program by
formulating a judgment" Marthe Hurteau, Sylvain Houle, Stéphanie
Mongiat (2009). From their perspective, evaluation "is a contested
term", as "evaluators" use the term evaluation to describe an assessment,
or investigation of a program whilst others simply understand evaluation
as being synonymous with applied research.
REFERENCES

. www.managementstudyguide.com
. https://digitalcommons.unl.edu
. www.toppr.com
. www.wikipedia.com