RECORD MANAGEMENT

IT 302 QUALITY CONTROL

 WHAT IS RECORD MANAGEMENT?

- a logical and practical approach in

creation, maintenance, use and
disposition of record.
Documents Records
• It is the form that will • It is an object containing
information which serves
be used to gather data
to preserve or perpetuate
• It is created to use as knowledge of events,
evidence of data. facts or ideas.
• It is the memory bank of
an organization.
 DATA

• Refers to the contents of the record.

• All personnel responsible for filling out records
shall ensure that the data are correct
RECORD CODE
 FILING SYSTEM

• A system of classifying into files usually arranged

alphabetically or chronologically
 RETENTION PERIOD

The retention period of a document is an aspect of

records management. It represents the period of time
a document should be kept or "retained“
• Active Retention Period
• Inactive Retention Period
 STORAGE

• The storage of the record is defined by whether it

is hard copy or electronic, and where the document
is stored. This requirement is listed on each quality
records table.
Active Storage Area Archive Storage Area
• A handy place within the • A place that is less
office since the records accessible since the
are active thus they are records are not used in a
use frequently regular basis
 WHY RETAIN RECORDS?

Operating Value
• The value of a record series used in retrieval of information
for and as input to routine or day-to-day functions.
Administrative Value
• The value of a record series to the creating office in the
performance of its assigned operations within the
organization.
 WHY DISPOSE RECORDS?

• Save on Space and Equipment

• Streamlined Access to information
• Safety( ex. fire hazard prevention etc.)
• Prevent Unnecessary Legal Liabilities
 TYPES OF RECORDS

Active Records
• Records which are still actively being used by an office. These records
will be located in a handy place within the office since they are used
frequently.
Inactively Records
• Records that do not have to be readily available but which must be kept
for legal or historical purposes as defined in the Records Retention
Schedule.
Obsolete Records
• Records no longer needed or which have been superseded by more
current editions of the same series
 MANAGEMENT OF ACTIVE RECORDS

File
• Records kept in order in a folder, binder, etc.; a collection
of records involving a specific name or topic.
Filing
• Process or arranging and storing materials systematically
so that they can be located easily when needed.
 RECORDS RETENTION SCHEDULE

File Listing
• A complete and up-to-date listing of all the files of a
department or section and their location; entries appear in
the same order as the files in the drawers/shelves; also
known as the Master list of Files.
 RECORDS RETENTION SCHEDULE

Filing Equipment
• Records should be maintained in proper filing equipment,
depending on the size and type of records; all filing
equipment should be properly labeled.
 RECORDS RETENTION SCHEDULE

Filing Equipment
• Records should be maintained in proper filing equipment,
depending on the size and type of records; all filing
equipment should be properly labeled.
Filing Equipment:
 FILING FOLDERS

File Folder Label

• Captions should include RRS code, record title, coverage
date, date of transfer to Record Center and disposal date.
• Captions should affixed to the folder tabs for ease in
reading and searching and improve appearance.
 DEFINITION OF TERMS

• Coverage Date
Generally, the scope (start and end) of dates of creation of
records included in a file
• Date of Transfer to Records Center
Date when records become inactive
• Disposal Date
Date when records become obsolete
 COMPUTATION OF DATES FOR
RECORDS DISPOSITION

• Date of Transfer to Records Center

= after (active retention period)
• Disposal Date
= after (date of transfer to RR + inactive retention period)
 ROLE OF DEPARTMENT HEAD

• Ensure that data needed in form provided where properly filled

up. Conduct hourly or frequency of data verification
• Ensure that all reports are submitted after shift or before end of
day. If not make sure you are always on top of your
department.
• Make sure that data in the form are readable
• Records are input in analysis, review the data and analyzed for
continual improvement.
• File properly the records.
 ROLE OF SECTION HEAD

• Properly filled up all data needed in form provided on real time

• All data in form will be our input in analysis
• Properly correct the data if there will be some erasures needed
• Make sure that data in the form are readable
• Ensure that your records are signify by person prepared and
your department head before submission
 ROLE OF ADMIN STAFF

• Ensure that data needed in form provided where properly filled

up prior to filing
• Check all reports that are needed to submitted after shift or
before end of day. Make it a habit.
• Make sure that data in the form are readable, if there were some
questions in report ask the personnel who prepared
• File the records in their folder with label (coverage dat,
retention and disposal date)
 ROLE OF ADMIN STAFF

• File all folders in their storages with proper definition,

identified in QRM for easy retrieval.
• After active period of records secure a transmittal of all
records to be transferred in Records Room.