BEST PRACTISE IN RECORD KEEPING, DOCUMENT MANAGEMENT, MAIL

PROTECTION AND SECURITY ADMIN

INTRODUCTION

A report on “Best Practice in Records Keeping, Document Management, Mail Protection and

Security Admin” for Confidential Secretary and Administrative Officer in record and mail units.

Organized by Nigerian Institute of Public Relations, Lagos State Chapter held at Excellence Hotel,

Ogba, Ikeja Lagos between 7th to 10th of November, 2023.

Understanding the Concept of a “Record”

Record is a piece of evidence about the past, especially an account kept in writing or some other

permanent form (paper or digital). Records are anything containing information which is made,

produced, executed, or received in connection with transactions and official. The fundamental concept

behind records management is the idea that each record has a life cycle.

Records are information created, received and maintained as evidence of business activities or

transaction in any Organisation. For this write up, ‘the term record and information will be used

interchangeably.

Management at all levels cannot underestimate the importance of information and record to the

effective operation of its day to day activities in achieving the set objectives. Record must be handled

effectively to assist management in: timely decision making, passing necessary information, aids

effective communication, reducing inefficiency in operation, protect trade/business secrecy and as a

results assists in problem solving.

Records Management: can be said to be the practice of maintaining the records of an organization from

the time they are created up to their eventual disposal. Record goes through the process of identifying

information, classifying, storing, securing, retrieving, tracking and permanently destroyed. Wikipedia

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Information brings about record and every organization generates information as a consequence of

business transactions.

Difference between Document and Record Management

Document Management: involves the day to day capture, storage, modification and sharing of physical

or digital files within an organization.

Records Management: is an organisational function devoted to the management of information in an

organisation throughout its life cycle, from the time of creation or receipt to its eventual disposition. It

establishes policies and standards for maintaining divers’ types of record.

The goal of document management is efficiency while record management is compliance.

Purpose of record management

It ensures compliance with legal and regulatory requirements, improves operational efficiency, supports

strategic direction, manages risks, and enhances data security and confidentiality. To successfully

navigate the digital age, organisations should adopt a comprehensive and adaptable approach to records

management.

Why do we need to protect records

To avoid loss of information and record vital for decision making, to avoid misuse or abuse of sensitive

information, to avoid mis-handling which may lead to permanent lost or damaged, to avoid piracy and

plagiarism, to ensure posterity availability. Hence, the impact of technology on document management

cannot be over emphasized.

TYPES OF RECORDS

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Records can be collected from two sources, namely: internal and external sources. As technology

improves the debate over whether to store records on paper or electronically grows, the truth remains

that both the paper and digital records offer strength and weaknesses.

Paper Records:

 Correspondence Record: These includes letters, circulars, notice, memo etc which are either sent

by the organization or received by it.

 Personnel Record: These are records which are related to the personnel or employees of the

organization. Personal history, salary, grade, promotion, retirement or any other information are

kept in personnel record.

 Students Record: Students bio data are captured and contained in this record.

 Accounting Record: The records which are related to the financial aspects of the organization.

 Legal Record: These are records kept to meet the legal formalities as it concerns government

rule and regulations.

Digital Records: Digital records are information captured through electronic means and which may or

may not have a paper record to back it up. Digital records uses computer, internet, cloud, google drive,

flash memory, hard drive and many more are efficient in storing information for future retrieval which

required less manpower, time and no physical storage space are needed.

Benefits of Record Management

• Facilitates effective performance of activities throughout an organization

• Protects the rights of an organization, its employees and customers

• Protect records from inappropriate and unauthorized access

• Meets statutory and regulatory requirement including archival, audit and oversight activities

• Enables more informed decision making, by making information readily available.

• Helps deliver services in a consistent and equitable manner

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 • Provides protection and support in litigation

• Allows quicker retrieval of documents and information from files

• Improves office efficiency and productivity

Roles of the Record Manager

A records manager is someone who is responsible for records management in an organization. The

practice of records management may involve:

 Planning the information needs of an organization

 Identifying information requiring capture

 Creating, approving, and enforcing policies and practices regarding records, including

their organization and disposal.

 Developing a records storage plan, this includes the short and long-term housing of

physical records and digital information.

 Identifying, classifying, and storing records

 Coordinating access to records internally and outside of the organization, balancing the

requirements of business confidentiality, data privacy, and public access.

 Executing a retention policy on the disposal of records which are no longer required for

operational reasons; according to organizational policies, statutory requirements, and

other regulations this may involve either their destruction or permanent preservation in an

archive.

Managing Electronic Records

 The general principles of records management apply to records in any format. Digital records

(almost always referred to as electronic records) raise specific issues.

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  It is more difficult to ensure that the content, context and structure of record is preserved and

protected when the records do not have a physical existence.

Conclusion

 Given the pace of technological change and the highly flexible environment in which electronic

records are generated and stored they are far more volatile and vulnerable than paper records.

 This can cause problems in relation to their preservation and ongoing retrieval.

 Therefore, it is important to implement an Electronic Document Management System (EDMS)

or ensure that a secure migration strategy is put in place.

Risk involved in Careless Handling of Confidential Information

Looking at some of the risks relating to the handling of confidential information.

• The misappropriation or misuse of confidential information can have very damaging

consequences for the organisation.

• Theft of confidential information can thus result in damages and injunction against future use,

sufficient to put a company out of business in a product line or, in severe cases, even put the

company out of business altogether.

• The loss of company’s confidential information to third parties can also cost the organisation its

competitive edge and waste valuable research and development efforts by allowing competitors

free access.

CAREER DEVELOPMENT

 Ongoing process by which individuals progress through series of changes until they achieve their

personal level of maximum achievement.

 Implements HRD programs and procedures

 On-the-job training (OJT)

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 Assists individuals in career planning

 Develops individual assessments

 Facilitates career workshops

 Provides career guidance

 New technologies

 Need for more skilled and educated workers

 Cultural sensitivity required

 Team involvement

 Problem solving

 Better communications skills

Employees need to be taught basic skills:

 Math

 Reading

 Applied subjects

 Need to improve Nigerian schools!

 Organizations change

 Technologies change

 Products change

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 Processes change

 PEOPLE must change!!

 Coaching/mentoring/counseling

 Career and employee development

 Develops more efficient work teams

 Improves quality management

 Implements intervention strategies

 Develops change reports