IMR 454

MANAGEMENT OF RECORDS
REPOSITORY

CONCEPT & TERMINOLOGY

Chapter 1
RECORDS LIFECYCLE
CREATE

DISPOSE USE

MAINTENANCE
LEARNING CONTENT

What is Records
Centre (RC)?
Functions of RC

Types of RC
Characteristics of
RC
 Introduction
• Responsibility by government or corporate
records and archives institution to CONTROL
all records created by the organization.
• status of records will change based period of
time, current to semi current to non-current
• Bulky records difficult and expensive to
manage
 Current / active

STATUS OF Semi-current /
RECORDS semi-active

Non-current /
non-active
 e-
require
destroy
infrequ
• ently
Some
• can
records
No
retain
longer
(non-active)
for
used
ongoing
regularl
Non-current
value
y
• (legal,
Still be
researc
kept at
h)
depart
records
• Normall
ment –
ysuitable
(semi-active)
• maintai
Records
time to
Semi current
n in RC
full
remove
daily
from
used
current
within
records
the
to
agency
provide
records
• more
Kept in
Current (active)
space
the
for
dept.
• incomin
Maintai
g new
n by
records
Records
records
officer
Phase of records
 Cont…
• There may be more than 1 RC in an organization,
or 1 RC may have several storage areas.
• Centralization VS decentralization
• semi-current records have to be kept for various
periods of time for:-
– Legal value
– Financial
– Administrative
– Research
 What is Records Centre (RC)
• A building or part of a building designed or
adapted for the low-cost storage,
maintenance and communication of semi-
current records pending their ultimate
disposal.
 Function of RC

to hold semi-
current records
and make Act as temporary
available for use storage
until the date of
disposal.

intermediate
stage between
an intermediate the organization's
storage facility records offices
and the archival
institution
 Records Centre
• The RC should be safe, secure, clean, efficient
and economical.
• It capable to keep all designated semi-current
records in all media
• able to provide a dependable retrieval service.

• The RC is not a place for permanent retention

of records.
 TYPES OF RC

National

Types of RC

Commercial Departmental
 Characteristic of RC

clean

Secure Economical

Safe CRC Efficient

 Cont…

Good characteristics of
records centre should be
safe, secure, clean, efficient
and economical.
 Cont…
CHARACTERISTICS OF RC

2 - Cleanliness 3 - Efficiency &

1 - Security
& order economy

1.2 1.3 Security &

1.1 Custodial
Environmental access
 1.1 - Security: Custodial
• RC must be
– Externally secure - as a place of custody of
valuable materials
– Environmentally secure - as a place where
valuable documents and information must
be maintained in a usable state for long
periods
– Clean and orderly
 Cont…
• unauthorized persons cannot get access to
records in the RC.
• Restrict the access to unauthorized staff.
• All of the storage conditions and access
controls in the RC should follow the
requirements in standard.
 Cont…
• Everyone in the RC should be
identifiable
– Staff = wear identity card
– visitors = temporary identification
card issued at the entrance.
• The entrance to the RC should
have a prominent notice : NO
UNAUTHORIZED PERSONS ARE
PERMITTED.
 Cont…
• Set special area for classified records (records
in special formats)
• separated the area and locked enclosure
• A high level of security must be maintained
around the RC at all times. (24hrs security)
 Cont…
• The Records Manager is responsible for controlling
the keys to the building.
• The Records Manager should keep a record of all
keys issued to personnel.
– If use push-button control pads or combination locks = take care to
control the security codes used.
– All external doors must be kept locked.
– Keys should be numbered and kept in a locked security cabinet.
– Spare keys for use in an emergency should be kept in a different
location in the disaster control plan.
 1.2 - Security : Environmental
• The RC should be isolated from any dangers
that might threaten the safety of the records
such as natural disaster (fire, flood,
earthquake, typhoon)
• the installation of automatic alarm systems
and 24 hrs guarded of the area.
• Intruder alarms should connect automatically
with the police or security authorities.
 Cont…
• Staff should be trained in the use of
extinguishers and should know what to do in
an emergency.
• All alarm systems should be tested regularly.
1.3 - Security – Security & Access
• ensure the contents of boxes are not easily
identifiable
• KEEP IN ACCORDANCE - Records officially
classified as confidential
 Cont…
• Records may only be issued to, or by the
OWNER of records.
• If authorized people (eg; researcher) come,
they must under supervised conditions
• Requests for access by other persons must be
referred to the head of the records and
archives institution
 2 - Cleanliness & order
• The records centre must be clean from dirt,
insects or rodents or infestation by moulds.
• No eat or bring food into the RC
• Smoking must be prohibited in the RC at all
times - prominent notice
• The RC should be cleaned, dusted and
inspected on a regular basis.
Books damagePaper
Paper
Paper damage
damage
damage by
byby silverfish
silverfish
termites
Paper damage by termitescan develop mould
by water, high humidity
 3 - Efficiency and economy
• The RC must be efficient.
• Every record held in the RC should be
retrievable quickly and easily.
• Records should also be disposed of according
to a predetermined disposal schedule.
 Cont…
• RC can be planned on the basis of calculations made
of relevant factors:
1. the quantity of backlog records to be absorbed;
2. the rate of creation of new records;
3. rules for the retirement of records from current
systems;
4. retention policy as expressed in the disposal schedules;
5. legal requirements.
• Records in special formats require special conditions
for storage and special techniques for retrieval.
 Discussion

• Why records in RC is very

important to manage?
• Differentiate the types of
RC
 Dah Abes…….

TQ…any question!