Effective Records Management

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Good afternoon, Thank you for inviting me to speak today. My name is Edith Pringault-Adam. I am Aberdeenshire Council’s Information and Records Manager. I also wear the hat of RMS Scotland Chairperson and RMS Marketing Director. What you will hear from me today are the principles of effective records management, and you will see how they impact on you and your work. It is interesting for me to talk to professional librarians as our work is very similar. You deal with published information, making sure reference documentation is catalogued according to defined rules, storing them in a controlled manner, removing out of date information, trying to ensure that copying does not get out of control, registering who takes what when and who returns what when, restricting access to invaluable books is restricted. + work in the electronic arena. The difference with the work of a records manager is that we do not deal with information which is clearly referenced – often documents don’t have a title, a date or an author, we don’t have clear rules for classifying. We have some legislation governing our activities. We have the thorny issue of electronic/digital information to contend with….. Similar work, different challenges!

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Effective Records Management - Presentation Transcript

Effective Records Management Edith Pringault-Adam Aberdeenshire Council Information & Records Manager RMS Scotland Group Chairperson RMS Marketing Director CILIPS Conference – 03/06/2009
Effective records management
- What is a record?
- Records Management
- What is it?
- Why is it important?
- Tools of the trade
What is a record?
- Any information created, received and maintained
- as evidence and information
- by an organisation
- in pursuance of its legal obligations or business transactions
ISO 15489
Characteristics of a record
- Authentic
- Reliable
- Integral
- Useable
ISO 15489
What is records management?
- Efficient and systematic control of the creation, receipt, maintenance, storage, use and disposal of records
Why is it important?
- Cost savings
- Legal compliance
- Efficiency
- Staff morale
- Being in control
Tools for effective records management
- File Plan
- Retention Access Schedule
- Security Access schedule
- Staff involvement
Effective Records Management Edith Pringault-Adam [email_address] Aberdeenshire Council Information & Records Manager RMS Scotland Group Chairperson RMS Marketing Director CILIPS Conference – 03/06/2009 Thank you for your attention