baim_ch01

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baim_ch01

  1. 2. Records Management Issues <ul><li>Information explosion </li></ul><ul><li>Increase in information causes a growing problem for individuals, organizations, institutions, businesses, and countries </li></ul><ul><li>How is information managed? </li></ul><ul><li>Records and information management is the first step to manage the information explosion </li></ul>
  2. 3. Why Is Records Management Important? <ul><li>Records and information are important resources for an organization. </li></ul><ul><li>Business must have up-to-date information in the right form, at the right time, in the right place to make management decisions. </li></ul>
  3. 4. Records Management Is More Important than Ever <ul><li>Terrorist attacks </li></ul><ul><li>Natural disasters </li></ul><ul><li>Corporate scandals </li></ul><ul><li>ISO 15489 </li></ul>
  4. 5. What Are Records? <ul><li>Record —stored information, regardless of media or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time </li></ul>
  5. 6. How Are Records Classified? <ul><li>External records </li></ul><ul><li>Internal records </li></ul>By Place of Use <ul><li>Vital records </li></ul><ul><li>Important records </li></ul><ul><li>Useful records </li></ul><ul><li>Nonessential records </li></ul><ul><li>Transaction documents </li></ul><ul><li>Reference documents </li></ul>By Value By Use
  6. 7. Why Are Records Used? <ul><li>Records serve as the memory of a business </li></ul><ul><li>Records are retained because they have one of four values </li></ul><ul><ul><li>Administrative </li></ul></ul><ul><ul><li>Fiscal </li></ul></ul><ul><ul><li>Legal </li></ul></ul><ul><ul><li>Historical </li></ul></ul>
  7. 8. What Is the History of Records Management? <ul><li>Hieroglyphics on rock and cave walls </li></ul><ul><li>Before 1600 records were based upon simple trade transactions </li></ul><ul><li>Invention of the printing press and typewriter </li></ul><ul><li>Until the 1950s records were usually on paper </li></ul><ul><li>Computer records added since 1950s </li></ul>
  8. 9. Electronic Records and RM Challenges <ul><li>Essential characteristics of all records </li></ul><ul><ul><li>Authenticity </li></ul></ul><ul><ul><li>Reliability </li></ul></ul><ul><ul><li>Integrity </li></ul></ul><ul><ul><li>Usability </li></ul></ul>
  9. 10. Electronic Commerce <ul><li>E-commerce is an electronic method to conduct business communications and transactions over networks and through computers. </li></ul><ul><li>Records of communication and transactions are created electronically </li></ul><ul><li>Cooperative effort among the records and information management, information technology, and legal departments </li></ul>
  10. 11. What Are the Records Management Functions? <ul><li>Planning —establishing goals and the methods required to achieve them </li></ul><ul><li>Organizing —arranging tasks, people, and other resources needed to meet the goals </li></ul><ul><li>Leading —managerial behavior that supports the achievement of goals </li></ul><ul><li>Controlling —measuring how well the goals have been met </li></ul>
  11. 12. Life Cycle of Records
  12. 13. Programs for Managing Records <ul><li>Well-defined goals understood by all workers </li></ul><ul><li>Simple, sound organizational plan </li></ul><ul><li>Efficient procedures for managing each of the five stages in the record life cycle </li></ul><ul><li>Well-trained staff </li></ul>
  13. 14. Problems in Records Systems <ul><li>Management </li></ul><ul><li>Human problems </li></ul><ul><li>Inefficient filing procedures </li></ul><ul><li>Poor use of equipment </li></ul><ul><li>Inefficient use of space </li></ul><ul><li>Excessive records costs </li></ul>
  14. 15. Careers in Records Management <ul><li>Opportunities </li></ul><ul><ul><li>Every type and size of office has records </li></ul></ul><ul><ul><li>Records supplies and storage equipment businesses </li></ul></ul><ul><li>Positions </li></ul><ul><ul><li>Records managers </li></ul></ul><ul><ul><li>Records supervisors </li></ul></ul><ul><ul><li>Records clerks </li></ul></ul>
  15. 16. Typical Job Levels and Job Titles
  16. 17. ARMA International <ul><li>Association of Records Managers and Administrators, Inc. </li></ul><ul><li>An important professional group for records and information managers </li></ul><ul><ul><li>Improving educational programs in schools and industry </li></ul></ul><ul><ul><li>Providing on-the-job knowledge about records and information management </li></ul></ul>
  17. 18. Question #1 <ul><li>We are living in the: </li></ul><ul><ul><li>A) Iron Age </li></ul></ul><ul><ul><li>B) Technology Age </li></ul></ul><ul><ul><li>C) Information Age </li></ul></ul><ul><ul><li>D) Internet Age </li></ul></ul>
  18. 19. Answer <ul><li>The Information Age! </li></ul>
  19. 20. Question #2 <ul><li>Records management is the process of using an organization’s resources to achieve specific goals through four functions: planning, organizing, ___________ and _____________ </li></ul>
  20. 21. Answer <ul><li>Records management is the process of using an organization’s resources to achieve specific goals through four functions: planning, organizing, leading and controlling . </li></ul>
  21. 22. Question #3 <ul><li>Name two records found in a community college: </li></ul><ul><li>1. </li></ul><ul><li>2. </li></ul>
  22. 23. Answer <ul><li>Transcripts </li></ul><ul><li>Admission Applications </li></ul><ul><li>Admission Acceptance/Rejection </li></ul><ul><li>Student accounts </li></ul><ul><li>Purchase orders </li></ul><ul><li>Invoices </li></ul><ul><li>Payroll </li></ul>
  23. 24. Question #4 <ul><li>Businesses must have up-to-date information in the ______ form , at the _______time , in the _______ place to make management decisions </li></ul>
  24. 25. Answer <ul><li>Businesses must have up-to-date information in the right form , at the right time, in the right place to make management decisions </li></ul>
  25. 26. Question #5 <ul><li>Records are classified by three ways. Name each way: </li></ul><ul><ul><li>1. </li></ul></ul><ul><ul><li>2. </li></ul></ul><ul><ul><li>3. </li></ul></ul>
  26. 27. Answer <ul><li>Records are classified by three ways. Name each way: </li></ul><ul><ul><li>By use </li></ul></ul><ul><ul><li>By place of use </li></ul></ul><ul><ul><li>By value to the organization </li></ul></ul>
  27. 28. Question #6 <ul><li>What are the fives stages of a records life cycle? </li></ul><ul><li>1. Creation </li></ul><ul><li>2. </li></ul><ul><li>3. </li></ul><ul><li>4. </li></ul><ul><li>5. </li></ul>
  28. 29. Answer <ul><li>1. Creation </li></ul><ul><li>2. Distribution </li></ul><ul><li>3. Use </li></ul><ul><li>4. Maintenance </li></ul><ul><li>5. Disposal </li></ul><ul><li> </li></ul>
  29. 30. Question #7 <ul><li>What are three careers involving records management? </li></ul>
  30. 31. Answer <ul><li>Records Manager </li></ul><ul><li>Records Center Supervisor </li></ul><ul><li>Forms Supervisor </li></ul><ul><li>Records Clerk </li></ul><ul><li>Forms Analyst </li></ul>
  31. 32. Question #8 <ul><li>What does the acronym ARMA stand for? </li></ul>
  32. 33. Answer <ul><li>ARMA is the Association of Records Managers and Administrators, Inc. </li></ul>
  33. 34. Add up your score . . .

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