PAPER RECORDS SYSTEM

BY AMOIT CAROLINE
BMRMU/22W/U/A0311
QN
a, Explain the factor to be considered for the effectiveness
planning of the paper records system, compared to
electronics
B, briefly explains the storage devices for electronic records
management
PAPER RECORDS SYSTEM

 Paper-based record management systems includes the processes of maintaining and

storing physical or hard-copy documents.
 It has been the traditional and primary method of storing business records, medical
records and other documents until the later part of the 20th century.
Creation/Receiving

It involves;
 establishing the methods of creating the necessary records
 choosing the filing system to use
 numbering system,
 receiving a record and classifying it as a record,
 labeling and organizing them logically
Storage and Access Control

 How to control who has access to records

 How and where the documents are stored
 Consider the available space for paper records

Use/Modification
 How to preserve and secure a record as it’s used and altered
 Records may be in Active and Inactive state
 Active – always accessed
 Inactive – kept secure
Retention and Disposal Procedure

 When and whether to dispose or archive a record at the end of its lifespan
 How to destroy a record securely without affecting your business
 Which records will need to be retained
 medium in which they are retained
 How they should be destroyed; and
 Who is responsible
Records Tracking and Monitoring
System
 Cataloguing and monitoring system
 Monitor all movement of records
 Use barcoding systems

Archiving/Preservation
 Ways and means to archive records with long-term value.
Destruction of Records

 Secure destruction of records after their lifecycle

 Confidential records
 Non-critical or non-sensitive information
 Method of destruction per type of document

Insource/Outsource of Records Management

 Insource or Outsource
 Insource only requires training of staff who manage records
 Outsource – good for electronic records, for storage needs.
STORAGE DEVICES

 Hard Disk Drives, stores files for the operating system, Softwares, photographs, text files, videos,
and audio.
 Compact Discs (CDs),
 employs lasers and lights to read and write data.
 DVD and Blu-ray Discs.
 Formats of digital optical disc data
 Have much greater storage capacity.
 USB Flash Drives,
 Also known as a thumb drive, pen drive, flash drive, memory stick, jump drive, and USB
stick

 Tapes.
 Magnetic tapes are often used for digital data storage,
because of its low cost
 Floppy Disks.
 It uses magnetic storage technology to store information.
 Secure Digital Cards (SD Cards)
 used in multiple electronic devices, including digital cameras and mobile phones.
 Solid-State Drives (SSDs).
 it uses flash memory to store data and is used in devices such as laptops, and
desktop computers
 It is faster in reading or writing speed compared to HDD

 Cloud Storage.
 involves accessing services over a network via a collection of remote servers.

 THANKS FOR LISTENING