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Records Creation And Maintenance

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IIM-Africa
IIM-Africa
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… promoting proper management & security of records and information The Records and Information Management Awareness Foundation (RIMA Foundation) Presents Good Business Management Through Record Creation and Maintenance
Overview
Overview ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
What is Information Management? Information Management describes the means by which an organisation create, plan, organise, control and disseminate information.
Effective records and information management ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
What is a Document ? A document is work in progress. When a document is in its final form it has the possibility of becoming a record. A document can be any written, printed, recorded, magnetic, graphic matter, or other documentary material, regardless of form or characteristic.
What is a Record ? A record is “Any information created, received and maintained as evidence and/or information by an organisation or person, in pursuance of legal obligations or in the transaction of business” (ISO 15489). A record can also be any document conveying information by any means in any medium, for example: ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Documents and Records ,[object Object]
Records Creation ,[object Object],[object Object],[object Object],A large amount of records are generated within the Organisation on a daily basis; these newly created records should be subjected to a set of guidelines. Consider the following when creating new records: New records should be maintained along-side existing records. There should be a clear relationship between new and existing records. Maintaining records is a key activity. If full and accurate records are not maintained effectively, then decision-making processes will suffer within the organisation.
Types of Records ,[object Object],Ephemeral Records and Vital Records:
Ephemeral Records These records have no business or evidential value. Ephemeral records lose value quickly (normally after a few days) and must be disposed of on a regular basis. Examples of ephemeral records include: ,[object Object],[object Object],[object Object],[object Object]
Vital Records ,[object Object],[object Object]
File Plan ,[object Object]
File Plan Cont. A file plan is a hierarchical structure of folders used as a navigational aid for the storing and retrieval of records and information. A good file plan meets the following requirements ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Retention and Disposal Not all records created by the Organisation are worth preserving permanently. Records held do not have an indefinite life-span and should not be kept ‘just in case’. Retention schedules will provide guidance to employees regarding what records should be kept and for how long. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],Retention:
Retention and Disposal Cont. ,[object Object],[object Object],[object Object],[object Object],[object Object],Disposal:
Thank You…
Contact Information 8, Association Avenue Ilupeju, Lagos Nigeria Phone: 01-8940451, 0802-381-9008, 0804-213-5410 Email: [email_address] Website: www.rimaw.org & www.rimafoundation.org
Q & A Session

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Records Creation And Maintenance

  • 1. … promoting proper management & security of records and information The Records and Information Management Awareness Foundation (RIMA Foundation) Presents Good Business Management Through Record Creation and Maintenance
  • 3.
  • 4. What is Information Management? Information Management describes the means by which an organisation create, plan, organise, control and disseminate information.
  • 5.
  • 6. What is a Document ? A document is work in progress. When a document is in its final form it has the possibility of becoming a record. A document can be any written, printed, recorded, magnetic, graphic matter, or other documentary material, regardless of form or characteristic.
  • 7.
  • 8.
  • 9.
  • 10.
  • 11.
  • 12.
  • 13.
  • 14.
  • 15.
  • 16.
  • 18. Contact Information 8, Association Avenue Ilupeju, Lagos Nigeria Phone: 01-8940451, 0802-381-9008, 0804-213-5410 Email: [email_address] Website: www.rimaw.org & www.rimafoundation.org
  • 19. Q & A Session

Editor's Notes

  1. 01/15/10 09:15 © 2006 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.
  2. 01/15/10 09:15 © 2006 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.
  3. 01/15/10 09:15 © 2006 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary. Discuss how the lack of an efficient records management solution affects an organization, from executives to end users.
  4. 01/15/10 09:15 © 2006 Microsoft Corporation. All rights reserved. This presentation is for informational purposes only. Microsoft makes no warranties, express or implied, in this summary.