HARARE POLYTECHNIC COLLEGE

DEPARTMENT OF LIBRRYAND INFORMATION SCIENCE ASSIGNMENT AND

SCIENCE

SUBJECT: MEDICAL RECORDS MANAGEMENT

NAME OF STUDENT: SANELISIWE NKOMO

LEVEL: NATIONAL DIPLOMA1

ASSIGNMENT NO:4

ASSIGNMENT TITLE: Solutions to resuscitate a collapsed health information system and

challenges faced.

1.

LECTURER : MR GOREDEMA

DUE DATE : 13/12/2021

KEY ARREAS POSSIBLE MARKS ACTION MARK

INTRODUCTION 5
DEFINITION OF TERMS 15

MAIN DISCUSSION 60
CONCLUSION 5
REFERENCES 5
EVIDENCE OF RESEARCH 10
TOTAL MARK 100

MARKER ‘S COMMENT
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OVERALL MARK:________________________MARKER’S
NAME___________________________MARKER’S
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Practicing good management policy led to a game changer in institution. The purpose of the policy is
to define a framework, for the management of records across the institution, which meets the
requirements of relevant legislation, codes of practice and policies, and acts a driver of efficiency.
Records management ensures that records are kept only as long they are needed for commercial,
legislative or administrative purposes that records of historical importance are identified and that
records are stored in the most cost- efficient way.

Definition of terms

Records management is a service function responsible for the systematic and comprehensive control
of the creation, capture, maintenance, filing, use and disposal of records. Records management is
also the adoption of procedures and systems that allow the most efficient control of the
information resources of the council.
A record can be defined as recorded, information irrespective of medium or format which is
created, received or maintained by an organization or individual in pursuance of its legal
obligations or in the transaction of its business. They are also a means of providing evidence
of activities which support the business and operating decisions of the council.
The purpose of the policy is to define a frame-work, for the management of records across
the council, which meets the requirements of relevant legislation, codes of practice and
policies and acts as a driver for business efficiency. Records will be kept accurately and up to
date. They will also be classified and will be kept safe at all times including when they are
taken off site.
Records are processed in accordance with relevant laws and policies. It ensures that the
council can comply with its legislative responsibilities and can act as a driver of business
efficiency and increases efficiency by enabling better use of resources. In addition to that, it
improves openness and accountability and helps achieve and demonstrate compliance with
legislative and regulatory requirements.
Enables the protection of the rights and interests of the council, its employees and citizens.
Provides institutional memory and supports joint working with partners and the exchange of
information across the institution. Furthermore, it gives good reputation of the hospital and
financial or legal gain if information required as evidence is available or can be relied upon.
It gives good decisions based on accurate or complete information and gives consistence or
good levels of service. There is success to handle confidential information with the
appropriate level of security and the possibility authorized or disposal taking place. Also,
compliance with statutory or other regulatory requirements.
Also, it brings success to adequately locate information that is vital to the continued
functioning of the council, leading to adequate business continuity planning. There is less
time used by staff for searching and all previous issues are addressed and resolved early.
There are no costs for storing records other information, serve the purpose for which they
are originally created and to support our decision- making process.
Records are retained only as long as they are required but that information of long- term
archival value is kept as the permanent corporate memory of the council. It ensures that
information can be retrieved and used when it is required and it is accurate, authentic and
reliable. Ensures efficiency in the creation, storage and use of information. It also allows
maximum corporate knowledge while maintain appropriate security.
It delivers best value by encouraging efficiency in the accuracy, storage and retrieval of
information. Also, it ensures adherence to statutory obligations, including those established
by the Public Records (Scotland), Act the Data Protection Act 2018 and the Freedom of
Information (Scotland) Act 2002. It provides evidence of accountability and information
about the council’s decisions and activities.
It supports the delivery of efficient and effective frontline services by providing appropriate
access to full and accurate records. Saving the physical a virtual space through the reduction
of duplication and timely destruction of absolute information Ensures the identification and
survival of records for permanent preservation as part of the council corporate memory.
Secure
Must be securely maintained to prevent unauthorized access, alteration, damage or
removal. Also, must be stored in a secure environment, the degree of security reflecting the
sensitivity and importance of the contents. Where records are migrated across changes
technology, the evidence preserved must remain authentic and accurate.
Effective
Records must be maintained for specific purposes and the information contained in them
must meet those. Records will be identified and linked to the business process to which are
related.
Compliance
Records must be complying with any record keeping requirements resulting from legislation,
audit rules and other relevant regulations.
Comprehensive
Must document the complete range of an organisations business.
Complete
Records must be sufficient in contact, context, and structure to reconstruct the relevant
activities and transactions that they document.
Accurate
Records must accurately reflect the transactions that they document.
https://www.nrscotland/and.gov.uk/record-keeping/records-management# principles of
Records Management Policy v 2.5
They deliver best value by encouraging efficiency in accuracy, storage and retrieval of
information and ensures adherence to statutory obligations, including those established by
the Public Records (Scotland) Act, the Data Protection Act 2018 and the Freedom of
Information (Scotland) Act 2002. Demonstrate evidence of accountability and information
about the council’s decisions and activities.
Delivery of efficient and effective frontline services by providing appropriate access to full
and accurate records. Save physical and virtual space through the reduction and duplication
and timely destruction of absolute information. Ensures identification and survival of
records for permanent preservation as part of the council’s corporate memory.
References
Public Records (Scotland) Act, the Data Protection Act 2018 and the Freedom of Information
(Scotland) Act 2002.
Hhttps://www.nrscotland/and.gov.uk/record-keeping/records- Management # principles of
Records Management Policy v 2.5
Records Mnagement Policy v 2.5