Records management is the systematic administration of records and documented information throughout their lifecycle, including creation, classification as active or inactive, use, storage, and final disposition. It involves identifying, circulating, storing, and disposing of records based on their legal, archival, fiscal, or other value to an organization. Records can be in any physical form, including paper documents, photographs, films, and electronic files, and effective management requires classifying records as centralized or decentralized based on storage and access needs.

1. Records Management

2. Records Management
What is Records Management?
It is Systematic administration of
records and
documented information for its
entire life cycle, from creation or
receipt, classification,
use, filing, retention, storage, to
final disposition.

3. Records Management
Record
It can be in any physical form of characteristic such
as in
photograph, drawing, film, pictures, maps, tapes, o
r documentary materials.
Documents
Not all documents become Records, and similarly
not all records are documents.
RDP ( Records Disposition Program) – it is a pre -
determined coordinated and well-arranged plan

4. Records Management
Classification of Records
Active Record – a record that is regularly
referenced or required for current use.
Inactive Record – a record that is still
needed by an organization but not for
current operations.
Electronic Record – a record recorded or
formatted only a computer can process.

5. Records Management
Managing
Records STORING
IDENTIFYING CIRCULATING
DISPOSAL

6. Records Management
Legal Value – e.g. affidavit, contracts, titles
Archival Value – e.g. history, research, museum
Fiscal Value – e.g. official receipt, vouchers,
payroll
Centralized - One in which the records for
several people or units are located in one,
central location
Decentralized - One in which the files are located
throughout the office, generally at individual
work stations

7. Records Management
Records Management Illustration