What is recordkeeping

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  • you need to precede this slide by explaining that records are what the guys are dealing with, so it is important they have a clear understanding of what records are and why they are of value to the Municipality
  • You need to expain how moving fro paper to electronic makes the records more accessible for relevant Municipality staff. It is a key reason for carrying out this project
  • The first dot point is a good rationalle for this project. A critical part of that creation process is making all information accessible.
  • What is recordkeeping

    1. 1. What is Recordkeeping? ما هي السجلات؟
    2. 2. Learning Objectives <ul><li>At the end of this session we will know : </li></ul><ul><li>What a record is </li></ul><ul><li>what recordkeeping is </li></ul><ul><li>Why recordkeeping is of value to the Municipality. </li></ul><ul><li>Where records are located on the Municipality information environment </li></ul>
    3. 3. <ul><li>A record is most simply defined as &quot;evidence of an event&quot;. </li></ul><ul><li>Records are information created, received, and maintained as evidence. </li></ul>What are records?
    4. 4. Your Records <ul><li>How do records help you run your life? </li></ul><ul><li>They provide you with identity. (passport, visa) </li></ul><ul><li>They authorise you to do things. (Drive a car, open a bank account) </li></ul><ul><li>They display your achievements (resume, CV, qualifications) </li></ul><ul><li>What other ways do records help you????? </li></ul>
    5. 5. <ul><li>Records are 'fixed', that is, they document particular actions that occur at particular times. </li></ul><ul><li>Records are traditionally regarded as documents in paper files or bound volumes. </li></ul><ul><li>In fact, records can exist in any physical format, such as photographic prints, video cassettes, microfilm and a multitude of electronic formats, including E-mails </li></ul><ul><li>Why do you think the Municipality wants to have it’s records in paper and electronic formats??? </li></ul>Records possess certain characteristics
    6. 6. What is recordkeeping <ul><li>The making and maintaining of complete, accurate and reliable evidence of business transactions in the form of recorded information. </li></ul><ul><li>First, it is the understanding that records have a unique, evidential, value and purpose - in addition to the value and purpose they have as information . </li></ul><ul><li>ثانيا : اليقين التام بأنها سجلات فريدة، مثبتة بحقائق وذات قيمة وغرض لتتضمن معلومات ذات فائدة </li></ul><ul><li>Second, i t is the understanding (still developing in respect of digital records) of how to ensure they are made and kept so that their unique value and purpose is preserved </li></ul><ul><li>ثالثا : عملية الفهم بكيفية التأكد بأنها سجلات قد تم تكوينها وحفظها بطريقة تجعل كل منها ذات خصائص فريدة وغرض معين ( تحت التطوير الالكتروني ) </li></ul>
    7. 7. Why Recordkeeping? لماذا نحفظ السجلات؟ <ul><li>Good recordkeeping: </li></ul><ul><li>إن حفظ السجلات بطريقة سليمة : </li></ul><ul><ul><li>improves operational efficiency </li></ul></ul><ul><ul><li>يحسن من أداء العمليات في العمل </li></ul></ul><ul><ul><li>supports public accountability </li></ul></ul><ul><ul><li>يدعم المسؤوليات العامة </li></ul></ul><ul><ul><li>contributes to corporate memory </li></ul></ul><ul><ul><li>يسهم في حفظ تاريخ البلدية </li></ul></ul><ul><li>Good recordkeeping is essential for good government!!! </li></ul><ul><li>حفظ السجلات بشكل صحيح أساس لأي حكومة أو دائرة حكومية ناجحة </li></ul><ul><li>Can you think of examples of these points??? </li></ul>
    8. 8. Where do an organization’s records come from? (1) <ul><li>Records are by-products of business activity </li></ul><ul><li>Records are inextricably linked with the transactions and broader business functions that they document </li></ul><ul><li>It is the transactions that provide records </li></ul>
    9. 9. Where do records come from? (2) <ul><li>What is a transaction? </li></ul><ul><li>The smallest unit of business activity. </li></ul><ul><li>A particular instance in the performance of an activity. </li></ul><ul><li>Transactions are exactly what records document </li></ul><ul><li>For example: </li></ul><ul><ul><li>Receipts </li></ul></ul><ul><ul><li>Letters </li></ul></ul><ul><ul><li>Agreements </li></ul></ul><ul><ul><li>Position papers </li></ul></ul>
    10. 10. Records and Transactions Business Activity Issuing and managing individual shop, restaurants, tables, fridges, storage, grounds and parking leases Letter to applicant regarding Rental Committee decision Correspondence with applicant receipt issued for one years rent Payment of annual rent Minutes of meeting Markets Department Rental Committee meeting considers the application and make a decision. Lease application form Application for Lease Record Transaction
    11. 11. Records and Information (1) <ul><li>Creating a culture that values information, and uses it effectively, is a challenge for every organisation. </li></ul><ul><li>Different users and stakeholders have different perceptions of the importance of information, and as such, it is not managed and valued in a consistent manner across an organisation. </li></ul>
    12. 12. Records and Information (2) <ul><li>With the exponential growth of information it is becoming increasingly important that organisations recognise information as an asset; something that has value, is measurable, and which can be utilised, like other assets, as a strategic business tool to further the fulfilment of an organisation’s strategies. </li></ul>
    13. 13. Revision Test <ul><li>What is the key element of a record? </li></ul><ul><ul><li>It contains Information </li></ul></ul><ul><ul><li>It is a paper document </li></ul></ul><ul><ul><li>It contains evidence </li></ul></ul><ul><li>What is recordkeeping focused on </li></ul><ul><ul><li>Capturing evidence </li></ul></ul><ul><ul><li>Providing information </li></ul></ul><ul><ul><li>The coming weekend </li></ul></ul>
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