DOCUMENT &

RECORD
MANAGEMENT
DEPARTMENT OF CENCUS &
STATISTICS

DOCUMENTS & RECORDS DOCUMENT • Pieces of information that have not been made final. emails. contracts. changed. . • EX. statements or claims.An empty form of paper. • An official file that clearly delineates terms and conditions. faxes. • They are still being added to.. electronic forms & files. or have the possibility of being altered. updated. etc RECORD • Any document that has been made final and is no longer meant to be altered.

  • Simplify the activities. • Reduce lost and misfiled documents.  • Streamline information and • Apply required retention periods workflow.  • Allow instant access to • Develop and administer policies documents.  to stored items.  and procedures.OBJECTIVES OF. • Preserve records throughout their life cycle. • Provide faster search and • Control the quantity and quality. .   records inventory. retrieval of documents. DOCUMENT MANAGEMENT RECORD KEEPING • Better organize documents.  • Identify what records exist by • Reduce the amount of physical space.

CURRENT PRACTICES AT DCS • Paper based documents stored in cabinets • E-documents are managed individually • No progress review practices • Manual document transfers • No centralized data file management .

• Time consumption in finding documents. • Waste of physical space • Lost and duplication of documents.ISSUES WITH CURRENT PRACTICES • Lack of control over documents. • Delay of receiving approvals. .

SOLUTION (DMS+RMS) .

• Guidelines and procedures . • Practices. • Requirements.DESIGNING & IMPLEMENTATION • Department should ensures meet the department’s • Records management policy.

PURPOSE OF NEW APPROACH • Determine which documents created • Determine which documents received & should be captured as records into a recordkeeping system • How long those records should be maintained within the system • Risk of not capturing or retaining the records • Facilitates easy retrieval of records in active use • Minimizing Cost • Maintaining & storing records • Proper disposal of records (Records have been kept the right length of time) .

RECORD CAPTURE • Inward and outward communication • Forms/Paper based documents • Through digitized the information • Through Electronic records • Information recorded by a computer • word‐processed documents • electronic spreadsheets • digital images and  • databases .

alphabetical. activities and contents of the records • A records classification should allow modifications • addition of new records series/groups to cater for changing circumstances • includes a coding system expressed in symbols (e. • Facilitate accurate capturing and ready retrieval of records . numerical or alpha-numerical) to show the logical relationship amongst the records.g.CLASSIFICATION OF RECORDS • Records should be systematically organized • functions.

Classification scheme Administration Acts & Legislation Sub class …………… Records .

the selection of storage media (e.g.RECORD STORAGE • Facilitate user authorized access and ensure that are protected from unauthorized access • Paper records should be stored in a clean and dry environment until those records entered to a electronic record keeping system. storage system and handling procedures should be based on records management • Protecting vital records • containing information essential to the continued and effective operation of department in the event of an emergency • prolonged electricity breakdown. • filing cabinets and filing racks instead of stacking them on the floor • For storage of electronic records. • Flood • Identify and protect through duplication and/or off-site storage . optical disc and tape).

An organization should refer to the Personal Data (Privacy) Ordinance for arranging access to personal data held by them • Public access to information held by public bodies . processing and transmission of classified records • Records should be kept in a recordkeeping system with systematic indexes and classification to facilitate their easy retrieval • Access to personal data .USE OF RECORDS • Ensure that timely access to record to authorized users • Detect unauthorized use • Provide sensitive information with adequate protection • The department should also lay down guidelines on the protection.

g.TRACKING / SEARCHING • In a recordkeeping system. growth of records. • enable retrieval of records • prevent loss or missing of records • monitor usage for recordkeeping system maintenance and security (e. tracking of the movement and use of records is required to - • identify outstanding action required. disposal of records) and • identify the operational origin of individual records where the recordkeeping systems have been amalgamated or migrated .

DISPOSAL OF RECORDS • Safeguard against premature disposal of records and destruction of records having archival value • Need authorization person’s approval to delete the records • Vital records cannot be deleted • Include information and procedures for accountability • Prevent reconstruction .

TRANSFER OF RECORDS • Pending transfer for internal approval and document the transfer arrangements • Reports transfer for decision making process .

EXPECTATIONS • Broader availability of organization knowledge • Ability to consolidate and search information that has been created from many sources • More consistency of shared information • Improved efficiency of document keeping processes • Elimination of duplication and managed retention and disposal • Protects content from inappropriate use • An important step in becoming a more collaborative organization .

THE END.THANK YOU. .