OBM247 RECORDS MANAGEMENT FOR OFFICE

PROFESSIONALS

CHAPTER 1: INTRODUCTION
Definition of Terms
 Data
• Representation of info. in a formalized manner suitable for
communication, interpretation and processing, generally by
a computer system.

• Raw data refers to unprocessed data.

• Data is defined as facts or figures, or information that's stored

in or used by a computer.

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 Document
• A medium through info. is imprinted for conveyance to
one/more person.
• A writing conveying information
• Document is defined as the smallest unit for filing.
• Also refer to other non paper-based such as computer
files.
• a fact, event, or other thing is to record or annotate it,
meaning to put it into some relatively permanent form
so that it can be retrieved later.

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 Information
• Something that can lead to knowledge regardless of the
medium of its conveyance to one/more persons.

• Data that is (1) accurate and timely, (2) specific and

organized for a purpose, (3) presented within a context
that gives it meaning and relevance, and (4) can lead to
an increase in understanding and decrease in
uncertainty.

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 Record
• Recorded info. in form of document regardless of form
or medium made or received by an org. and that is useful
in the operation of the org.

• It provides evidence of a business transaction.

• Information created, received, and maintained as

evidence

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 Continue…
• Records can be among others:
• Forms - Microfilm
• Circulars - Disk
• Reports - Tape
• Posters - Film
• Certificates - Signs
• Files

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• Public records
• Record created or received and maintained in any public
sector agency.
• Private records
• Records created, received and maintained by non-
governmental org., families or individual relating to their
private and public affairs.

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 Records Center
• It is a building designed or adapted for the low-cost
storage, maintenance and communication of semi-
current records pending their ultimate disposal.

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 Archives
• Records, usually but not necessarily non-current or
enduring value selected for permanent preservation.
• Will normally be preserved in an archival repository
(storehouse/warehouse).

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 Archival repository
• A building or part of a building in which archives are
preserved and made available for consultation also
known as an archives.

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 Evidence
• An indication, testimony, in support of a conclusion.

• Characteristics of records:
• Permanent/static
• Value as official sources of info.
• Authentic
• Unique

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 Creators and Users of
Record s
• Government & private sectors created and used records on
a daily basis to:

• Documents actions
• Confirm decision
• Identify rights
• Implement responsibilities
• Communicate information

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• Govt. employee rely on records to provide core info. for
conducting their public administration on behalf of the
citizen.

• Company employee rely on the records to provide core

info. for conducting their business transaction.

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 Value of records
• Administrative value
• Fiscal value
• Legal value
• Historical value

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 Use of Records:
• In pressing for claims due to a person
• To show that someone is responsible for a particular
action
• To tell us the story of what has happened in the past

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• To boost the corporate image of a particular firm by
showing the success in its long past
• To tell us our past mistakes and provides continuity in
charting our future

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Why We Need to Manage Records?