Records Management

1. RECORDS MANAGEMENT
TERMINOLOGIES

2. WHAT IS A RECORD?
A records is a thing constituting a
piece of evidence about the past,
especially an account kept in writing
or some other permanent form.

3. •RECORD : information captured in
reproducible form required for conducting
any transaction or activity.
•RECORDS MANAGEMENT: a logical and
practical approach to the creation,
maintenance, use and disposition of
records.

4. RECORDS MANAGEMENT
Why need an integrated approach to records
management ?
 Lack of uniform classification and filing system
 Lack of systematic and orderly transfer of inactive records
 Lack of standardization and control to the creation of forms and directive
 Loss or misfiling of records
 Lack of storage space and filing equipment

5. Goals of a records management program
Only necessary records for efficient and successful operation of the
office/institution.
The records when needed.
Retain/preserve only records needed for continued operation of the
office/ institution
Dispose what is not needed.

6. •CYCLE CONCEPT: records
pass thru three stages from
its creation and active use to
its final disposition.

7. • RECORDS CREATION recording of information on
paper, print, tape or any transmitting medium
• RECORDS MAINTENANCE producing the records when
needed
• RECORDS DISPOSITION determining the ultimate fate
of the records

8. SUMMARY
The ultimate test of a good records management
program is whether the records are available to those
who need them, when and where they are needed (
effectiveness) , the manner in which they are made
available ( efficiency ) , and at what cost ( economy ).

9. THE RECORDS CONTINUUM
MODEL