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Effective filing and recording system 2


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Effective filing and recording system 2

  1. 1. What are Records?Are compiled, recorded or storedinformation regardless of format ( paper,book, film, electronic data, etc.) andcharacteristics.They are a part of and result from businessactivities and provide evidence of thoseactivities.
  2. 2. 1.Accurate2.Authentic3.Have integrity4.Useable
  3. 3. Records are information asset• are a valuable asset.• are the memory of any agency and serve to perpetuate or preserve knowledge of events, facts, actions, or ideas.Records support accountability• are evidence of what happened, why and by whom.• reinforce accountability and provide an essential means to meet legal, financial and accountability requirements.
  4. 4. Importance of Records• Ensure continuity and consistency in administration;• Assist officials and their successors in making informed policy and program judgments;• Provide information required by higher authorities to oversee the organization’s activities; and• Document the agencys organization, structure, and achievements.
  5. 5. Two Sources of RecordsRecords created by the agency itself. These arerecords prepared by the agency for its own use andfor its business transactions.Records received by the agency. These arerecords received from other agencies –government or private.
  6. 6. Filingis the classification and arrangement ofrecords in a systematic also the storage of papers accordingto a set arrangement.
  7. 7. Commonly Used Filing System1. By the name of an individualPersonal files (201) contain individual record of personalinformation about every employee in the agency. This isarranged chronologically – the latest action being the lastentry in the folder. •Appointment records •Employee service records •Personal data records •Pension plan; applications, claims and correspondence •Scholarship records •Leave records •Performance records
  8. 8. Commonly Used Filing System2.By the subject matter that usually covers allactivities and functions of the agency and not specificto any single employeeAdministrative files (major subject heading) • Annual reports (primary classification) • Minutes of Meeting (primary classification) • System and procedure records (primary classification)Budget files (major subject heading) • Budget preparations (primary classification) • Budget appropriations (primary classification) • Work and Financial plans (primary classification)
  9. 9. Commonly Used Filing System by the subject matter… Financial and Accounting Files Legal Files Procurement and Supply FilesTraining Files
  10. 10. Commonly Used Filing System1.By the location or geographical area a recordmay cover(e.g., country, region, province, city, municipality, orbarrio/barangay)2.By the number assigned to a record(e.g., bank checks, invoices, tax declarations,insurance policies)3.By the date(e.g., bills, accounts payable, accountsreceivable)
  11. 11. Workshop 1: Knowing your records1. On a manila paper, make 3 columns: Column 1: List all your church records Column 2: Identify the source of each record Column 3: Indicate if record should be classified by subject matter, name, location, number, or date2. Post output on the wall (30 minutes)
  12. 12. What is Records Management?Is the efficient and systematiccontrol of the creation, receipt,maintenance, use, storage,protection, and disposition ofrecords required for thecontinuance of agency businessand operation.
  13. 13. Workshop 2: Why manage records?• Brainstorm on the benefits of managing records• Write them in another manila paper• Post output on the wall (20 minutes)
  14. 14. Why Manage RecordsTo Control the Creation and Growth of RecordsTo Reduce Operating CostsTo Improve Efficiency and ProductivityTo Assimilate New Records Management TechnologiesTo Safeguard Vital InformationTo Support Better Management Decision MakingTo Foster Professionalism in Running the Business
  15. 15. Records maybe divided into three categories according to its usefulness:Active files – records currently and frequently use.Semi-Active files – records that are occasionallyneeded for reference or legally required to beretained.Inactive files – records that outlived its usefulnessand ready to be disposed.
  16. 16. Elements of Records ManagementCreation of recordsRetention and Maintenance of records Retention period is the life of the record. It is the specific length of time established and approved by competent authority after which a given record is ready for permanent storage or disposal. Records have varying period of usefulness. It is necessary to determine when they should be retired (disposed) and for how long they should be retained.
  17. 17. Elements of Records ManagementAccess to records • making records accessible and useable to users within and outside the agency. • setting up and implementing access rules & restrictions to protect records from unauthorized access for security and privacy reasons.Preservation of recordsDisposal of records
  18. 18. Process of Records DisposalAppraisal – appraising which records need to be retained andfor how long. This includes identifying records with on-goingvalue as archives.Sentencing – implementing retention decisions and disposalactions to records. This includes documenting transfer anddestruction of records.Destruction – includes documenting records destroyed andthe authority by which they were destroyed.Transfer of records – transferring of records with permanentvalue/usefulness to an archives institution. This includesdocumenting records that have been transferred .
  19. 19. What are archives?are records appraised as havingcontinuing value because they meetan ongoing (legal, evidential orresearch) need to the organization.also refers to the place whererecords of continuing value arestored, preserved, and used.
  20. 20. Workshop 3: Managing Church Archives4. Brainstorm on the proposed period of retention of each record listed in workshop 12. Group the record according to the length of retention in ascending order.3. On another manila paper, make 2 columns Column 1: Church records arranged according to duration of retention period. Column 2: Indicate the period of retention. If record is appraised as having permanent value, indicate “permanent”16. Post output on the wall.
  21. 21. Records Retention ScheduleChurches should have their own written recordretention policy.The retention schedule for both physical andelectronic documents can be classified based onthe period of time they are useful to the church.
  22. 22. What is Records Management?Is the efficient and systematiccontrol of the creation, receipt,maintenance, use, storage,protection, and disposition ofrecords required for thecontinuance of agency businessand operation.