SlideShare a Scribd company logo
IMD 452
Managing Records Center
 The procedures to be followed in the
records centre:
 liaising with records offices
 transferring records to the records centre
and accessioning records
 retrieving and using records held by the
records centre
 disposing of records, including
destruction or transfer of records to the
archival institution
 compiling statistical controls
 measuring performance
Liaising With Records Offices
 Active liaison between creating agency
and records center is necessary, so
that records are removed from records
office and are deposited in the records
centre, transferred to the archival
institution or destroyed as required by
the schedules.
Disposal Schedules
 Disposal schedules are the means by
which the records and archives
institution documents decisions about
the disposal of files.
 Records offices should be issued with
the specific schedule relating to their
own agency
Disposal Schedules
 They are responsible for seeing that
closed files are transferred to the
records centre at the proper time.
 The records office supervisor will notify
the records centre if there are specific
reasons why records should be
retained for periods other than those
identified in the schedule.
Destruction of Records in
Offices
 Some records may be scheduled for
destruction within one year or less of their
creation.
 These records should not be transferred to
the records centre.
 Instead, they should be destroyed by the
records office under secure conditions.
Managing records center
Emergency Planning and Vital
Records Care
 The creator agencies and the records
centre need to collaborate in drawing
up and implementing an emergency
plan, in order to ensure the best
possible recovery in the event of a
disaster involving the loss of records,
or damage to records, in any office.
Emergency Planning and Vital
Records Care
 Vital records are often duplicated, with
the second copy kept in a building
separate from the one where the
original is held.
TRANSFERRING RECORDS TO THE
RECORDS CENTRE
 All records transferred to the records
centre must be easily accessible and
must be managed according to the
disposal instructions outlined in the
records schedules.
Accessioning Records in the
Records Centre
 Following are the steps involved in
accessioning records in the records centre :-
 Identification of the Originating Government
or Corporate Office
 A good way to ensure that agencies keep track of their
transferred records, and that the records centre can
keep track of which agencies have transferred records
to it, is for the records centre to allocate a code
number to each records office.
Example of Register of Record
Office Codes
Accessioning Records in the
Records Centre
 Communications and Transport
 Good communications and transport services
are essential to the success of the records
centre and its services.
 If client agencies do not feel that they can
communicate easily with the records centre and
can request their records and get them delivered
rapidly and reliably, the records management
service will not succeed.
Accessioning Records in the
Records Centre
 Transferring Records to the Records
Centre
 When an office asks to transfer records to the
records centre, the records centre will send it an
appropriate number of empty boxes and a
supply of records centre transfer lists. The
records centre should keep a record of the
number of boxes and lists supplied, for purposes
of stock control.
•To be filled by creating
agency staff according to
instructions by record
center.
•Action date must be left
blank. Location number is
being entered by record
center.
•Covering date is being
entered by creating
agency.
Accessioning Records in the
Records Centre
 Records centre staff place the boxes that make up
the consignment in order, and deal with them in
sequence. For each box they undertake the
following steps:
1. Check the records
2. Prepare the boxes
3. Determine the action category
4. Distribute the transfer list
5. Label the boxes
6. Store the records
7. Update the location register and accessions register.
Label the box
 It is also useful to attach a label to
each box. This label should indicate
the :-
 originating office code number
 box number
 location code.
Example of box label
For security reasons, it is important that these should be
the only marks on the outside of boxes, so that
unauthorized people cannot easily identify records,
particularly sensitive or confidential files.
Agency statistical report
detailing Information about
records transferred from
specific creating agency
Retrieving and using records held by the records
centre
 It is critical to the success of the records
centre that information and files held there
are easily and quickly retrieved.
 Only the office that created the record, or its
successor office, may borrow a record from
the records centre. Requests to borrow
records may be made by post, by telephone
or in person.
Retrieval Procedures
 Issue forms are used to control the
replacement of the records and to
compile statistics of use.
 Using the issue form as a guide,
identify the relevant box and the files
or records to be taken out of it.
Retrieval Procedures
 A records centre issue sticker or red
marker can be attached to the front
cover of the record, with the box
number written on it.
 If there are no stickers, it may be best
to use a stamp or write the box
number on the front of the file.
Retrieval Procedures
 The purpose of the issue sticker is to :-
 identify the record as having been issued by the records
centre
 remind officers to return it at the proper time
 help records centre staff replace it in the proper place
 identify the record as a returned issue and not as a new
transfer
 be a ready reference marker in checking how often
records are used.
Example of Records Center Request Form
Example of Issue Sticker

More Related Content

What's hot

Functional design of records center
Functional design of  records centerFunctional design of  records center
Functional design of records center
Dhani Ahmad
 
Chapter 2
Chapter 2Chapter 2
Chapter 2
farrah ain
 
imr504 classification and filing system week 2
imr504 classification and filing system week 2imr504 classification and filing system week 2
imr504 classification and filing system week 2
Ahmad Shahir Mohamed Jalil
 
imr504 classification and filing system week 4
imr504 classification and filing system week 4imr504 classification and filing system week 4
imr504 classification and filing system week 4
Ahmad Shahir Mohamed Jalil
 
Staffing and personal management
Staffing and personal managementStaffing and personal management
Staffing and personal management
Dhani Ahmad
 
Record management bab 1
Record management bab 1Record management bab 1
Record management bab 1
George Adarsha
 
imr504 classification and filing system week 1
imr504 classification and filing system week 1imr504 classification and filing system week 1
imr504 classification and filing system week 1
Ahmad Shahir Mohamed Jalil
 
Chapter 6 subject classification operation
Chapter 6  subject classification operationChapter 6  subject classification operation
Chapter 6 subject classification operation
Ahmad Amir
 
Functional design of records center
Functional design of records centerFunctional design of records center
Functional design of records center
Dhani Ahmad
 
imr504 classification and filing system week 5
imr504 classification and filing system week 5imr504 classification and filing system week 5
imr504 classification and filing system week 5
Ahmad Shahir Mohamed Jalil
 
Controlling
ControllingControlling
Controlling
Dhani Ahmad
 
Information Agencies
Information AgenciesInformation Agencies
Information Agencies
Dirz M
 
Records management program
Records management programRecords management program
Records management program
Dhani Ahmad
 
Chapter 07
Chapter 07Chapter 07
Chapter 07
Kristin Harrison
 
Archival Acquisition (LIS 170)
Archival Acquisition (LIS 170)Archival Acquisition (LIS 170)
Archival Acquisition (LIS 170)
Roy Santos Necesario
 
Records Inventory And Appraisal
Records Inventory And AppraisalRecords Inventory And Appraisal
Records Inventory And Appraisal
Fe Angela Verzosa
 
The value of records and archives
The value of records and archivesThe value of records and archives
The value of records and archives
Gizelle Dela Cruz
 
RecordsManagement_FINAL
RecordsManagement_FINALRecordsManagement_FINAL
RecordsManagement_FINAL
guest66dc5f
 
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
Abolade Lekan
 
PRESERVATION PLANNING AND MANAGEMENT
PRESERVATION PLANNING AND MANAGEMENTPRESERVATION PLANNING AND MANAGEMENT
PRESERVATION PLANNING AND MANAGEMENT
Jolo Van Clyde Abatayo
 

What's hot (20)

Functional design of records center
Functional design of  records centerFunctional design of  records center
Functional design of records center
 
Chapter 2
Chapter 2Chapter 2
Chapter 2
 
imr504 classification and filing system week 2
imr504 classification and filing system week 2imr504 classification and filing system week 2
imr504 classification and filing system week 2
 
imr504 classification and filing system week 4
imr504 classification and filing system week 4imr504 classification and filing system week 4
imr504 classification and filing system week 4
 
Staffing and personal management
Staffing and personal managementStaffing and personal management
Staffing and personal management
 
Record management bab 1
Record management bab 1Record management bab 1
Record management bab 1
 
imr504 classification and filing system week 1
imr504 classification and filing system week 1imr504 classification and filing system week 1
imr504 classification and filing system week 1
 
Chapter 6 subject classification operation
Chapter 6  subject classification operationChapter 6  subject classification operation
Chapter 6 subject classification operation
 
Functional design of records center
Functional design of records centerFunctional design of records center
Functional design of records center
 
imr504 classification and filing system week 5
imr504 classification and filing system week 5imr504 classification and filing system week 5
imr504 classification and filing system week 5
 
Controlling
ControllingControlling
Controlling
 
Information Agencies
Information AgenciesInformation Agencies
Information Agencies
 
Records management program
Records management programRecords management program
Records management program
 
Chapter 07
Chapter 07Chapter 07
Chapter 07
 
Archival Acquisition (LIS 170)
Archival Acquisition (LIS 170)Archival Acquisition (LIS 170)
Archival Acquisition (LIS 170)
 
Records Inventory And Appraisal
Records Inventory And AppraisalRecords Inventory And Appraisal
Records Inventory And Appraisal
 
The value of records and archives
The value of records and archivesThe value of records and archives
The value of records and archives
 
RecordsManagement_FINAL
RecordsManagement_FINALRecordsManagement_FINAL
RecordsManagement_FINAL
 
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
RECORDS MANANGEMENT SYSTEM (Electronic Records Management)
 
PRESERVATION PLANNING AND MANAGEMENT
PRESERVATION PLANNING AND MANAGEMENTPRESERVATION PLANNING AND MANAGEMENT
PRESERVATION PLANNING AND MANAGEMENT
 

Similar to Managing records center

Office Procedure & Communicatin Skills. - GGM.pptx
Office Procedure & Communicatin Skills. - GGM.pptxOffice Procedure & Communicatin Skills. - GGM.pptx
Office Procedure & Communicatin Skills. - GGM.pptx
jyoti381035
 
Administering Organization Filing Centres (Registries)
Administering Organization Filing Centres (Registries)Administering Organization Filing Centres (Registries)
Administering Organization Filing Centres (Registries)
SOLOMON M KAMINDA
 
Procurement Policy for Automotive industry's
Procurement Policy for Automotive industry'sProcurement Policy for Automotive industry's
Procurement Policy for Automotive industry's
zammalik101
 
Document and Records Control - Records Management
Document and Records Control - Records ManagementDocument and Records Control - Records Management
Document and Records Control - Records Management
Melvin Limon
 
Internal Auditor_Oct 2017
Internal Auditor_Oct 2017Internal Auditor_Oct 2017
Internal Auditor_Oct 2017
Sharon Smorenburg
 
Why record keeping is important for maximising R&D tax credit claim
Why record keeping is important for maximising R&D tax credit claimWhy record keeping is important for maximising R&D tax credit claim
Why record keeping is important for maximising R&D tax credit claim
Alexander Clifford
 
Transaction cycles @ ppt dom s
Transaction cycles @ ppt dom sTransaction cycles @ ppt dom s
Transaction cycles @ ppt dom s
Babasab Patil
 
James hall ch 4
James hall ch 4James hall ch 4
James hall ch 4
David Julian
 
The Revenue Cycle
The Revenue Cycle The Revenue Cycle
The Revenue Cycle
Qamar Farooq
 
Information Management: Developing a Records Management Plan
Information Management: Developing a Records Management PlanInformation Management: Developing a Records Management Plan
Information Management: Developing a Records Management Plan
Sue Barrett
 
leading Content Managemen
leading Content Managemenleading Content Managemen
leading Content Managemen
james Anderson
 
ASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdfASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdf
ErikaMaeBriones2
 
Anonymized SOPs for TRACKING and REPORTING NXP
Anonymized SOPs for TRACKING and REPORTING NXPAnonymized SOPs for TRACKING and REPORTING NXP
Anonymized SOPs for TRACKING and REPORTING NXP
Steven Mairs, MPA
 
Guía de plazos de conservación de documentos
Guía de plazos de conservación de documentos Guía de plazos de conservación de documentos
Guía de plazos de conservación de documentos
Sergio Gomez Florez
 
Automotive service development program part 05 - module 1
Automotive service development program part 05 - module 1Automotive service development program part 05 - module 1
Automotive service development program part 05 - module 1
Mohamed Shehata
 
archiving outlines no logo E
archiving outlines  no logo Earchiving outlines  no logo E
archiving outlines no logo E
onnihagman
 
Global Information Governance Cross-border Records Mana.docx
Global Information Governance Cross-border Records Mana.docxGlobal Information Governance Cross-border Records Mana.docx
Global Information Governance Cross-border Records Mana.docx
shericehewat
 
MLIS 108_Lesson 3_Records life cycle.pdf
MLIS 108_Lesson 3_Records life cycle.pdfMLIS 108_Lesson 3_Records life cycle.pdf
MLIS 108_Lesson 3_Records life cycle.pdf
AnnabelleParedes
 
Records Tracking and Congestion - ALA
Records Tracking and Congestion - ALARecords Tracking and Congestion - ALA
Records Tracking and Congestion - ALA
Noel Mijares
 
Record information management Project Plan
Record information management Project PlanRecord information management Project Plan
Record information management Project Plan
Charles, Shouky Abu Ayash
 

Similar to Managing records center (20)

Office Procedure & Communicatin Skills. - GGM.pptx
Office Procedure & Communicatin Skills. - GGM.pptxOffice Procedure & Communicatin Skills. - GGM.pptx
Office Procedure & Communicatin Skills. - GGM.pptx
 
Administering Organization Filing Centres (Registries)
Administering Organization Filing Centres (Registries)Administering Organization Filing Centres (Registries)
Administering Organization Filing Centres (Registries)
 
Procurement Policy for Automotive industry's
Procurement Policy for Automotive industry'sProcurement Policy for Automotive industry's
Procurement Policy for Automotive industry's
 
Document and Records Control - Records Management
Document and Records Control - Records ManagementDocument and Records Control - Records Management
Document and Records Control - Records Management
 
Internal Auditor_Oct 2017
Internal Auditor_Oct 2017Internal Auditor_Oct 2017
Internal Auditor_Oct 2017
 
Why record keeping is important for maximising R&D tax credit claim
Why record keeping is important for maximising R&D tax credit claimWhy record keeping is important for maximising R&D tax credit claim
Why record keeping is important for maximising R&D tax credit claim
 
Transaction cycles @ ppt dom s
Transaction cycles @ ppt dom sTransaction cycles @ ppt dom s
Transaction cycles @ ppt dom s
 
James hall ch 4
James hall ch 4James hall ch 4
James hall ch 4
 
The Revenue Cycle
The Revenue Cycle The Revenue Cycle
The Revenue Cycle
 
Information Management: Developing a Records Management Plan
Information Management: Developing a Records Management PlanInformation Management: Developing a Records Management Plan
Information Management: Developing a Records Management Plan
 
leading Content Managemen
leading Content Managemenleading Content Managemen
leading Content Managemen
 
ASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdfASSIGNMENT ON INTERNAL CONTROL.pdf
ASSIGNMENT ON INTERNAL CONTROL.pdf
 
Anonymized SOPs for TRACKING and REPORTING NXP
Anonymized SOPs for TRACKING and REPORTING NXPAnonymized SOPs for TRACKING and REPORTING NXP
Anonymized SOPs for TRACKING and REPORTING NXP
 
Guía de plazos de conservación de documentos
Guía de plazos de conservación de documentos Guía de plazos de conservación de documentos
Guía de plazos de conservación de documentos
 
Automotive service development program part 05 - module 1
Automotive service development program part 05 - module 1Automotive service development program part 05 - module 1
Automotive service development program part 05 - module 1
 
archiving outlines no logo E
archiving outlines  no logo Earchiving outlines  no logo E
archiving outlines no logo E
 
Global Information Governance Cross-border Records Mana.docx
Global Information Governance Cross-border Records Mana.docxGlobal Information Governance Cross-border Records Mana.docx
Global Information Governance Cross-border Records Mana.docx
 
MLIS 108_Lesson 3_Records life cycle.pdf
MLIS 108_Lesson 3_Records life cycle.pdfMLIS 108_Lesson 3_Records life cycle.pdf
MLIS 108_Lesson 3_Records life cycle.pdf
 
Records Tracking and Congestion - ALA
Records Tracking and Congestion - ALARecords Tracking and Congestion - ALA
Records Tracking and Congestion - ALA
 
Record information management Project Plan
Record information management Project PlanRecord information management Project Plan
Record information management Project Plan
 

More from Dhani Ahmad

Strategic planning
Strategic planningStrategic planning
Strategic planning
Dhani Ahmad
 
Strategic information system planning
Strategic information system planningStrategic information system planning
Strategic information system planning
Dhani Ahmad
 
Opportunities, threats, industry competition, and competitor analysis
Opportunities, threats, industry competition, and competitor analysisOpportunities, threats, industry competition, and competitor analysis
Opportunities, threats, industry competition, and competitor analysis
Dhani Ahmad
 
Information system
Information systemInformation system
Information system
Dhani Ahmad
 
Information resource management
Information resource managementInformation resource management
Information resource management
Dhani Ahmad
 
Types of islamic institutions and records
Types of islamic institutions and recordsTypes of islamic institutions and records
Types of islamic institutions and records
Dhani Ahmad
 
Islamic information seeking behavior
Islamic information seeking behaviorIslamic information seeking behavior
Islamic information seeking behavior
Dhani Ahmad
 
Islamic information management
Islamic information managementIslamic information management
Islamic information management
Dhani Ahmad
 
Islamic information management sources in islam
Islamic information management sources in islamIslamic information management sources in islam
Islamic information management sources in islam
Dhani Ahmad
 
The need for security
The need for securityThe need for security
The need for security
Dhani Ahmad
 
The information security audit
The information security auditThe information security audit
The information security audit
Dhani Ahmad
 
Security technologies
Security technologiesSecurity technologies
Security technologies
Dhani Ahmad
 
Security policy
Security policySecurity policy
Security policy
Dhani Ahmad
 
Security and personnel
Security and personnelSecurity and personnel
Security and personnel
Dhani Ahmad
 
Secure
SecureSecure
Secure
Dhani Ahmad
 
Risk management ii
Risk management iiRisk management ii
Risk management ii
Dhani Ahmad
 
Risk management i
Risk management iRisk management i
Risk management i
Dhani Ahmad
 
Privacy & security in heath care it
Privacy & security in heath care itPrivacy & security in heath care it
Privacy & security in heath care it
Dhani Ahmad
 
Physical security
Physical securityPhysical security
Physical security
Dhani Ahmad
 
Legal, ethical & professional issues
Legal, ethical & professional issuesLegal, ethical & professional issues
Legal, ethical & professional issues
Dhani Ahmad
 

More from Dhani Ahmad (20)

Strategic planning
Strategic planningStrategic planning
Strategic planning
 
Strategic information system planning
Strategic information system planningStrategic information system planning
Strategic information system planning
 
Opportunities, threats, industry competition, and competitor analysis
Opportunities, threats, industry competition, and competitor analysisOpportunities, threats, industry competition, and competitor analysis
Opportunities, threats, industry competition, and competitor analysis
 
Information system
Information systemInformation system
Information system
 
Information resource management
Information resource managementInformation resource management
Information resource management
 
Types of islamic institutions and records
Types of islamic institutions and recordsTypes of islamic institutions and records
Types of islamic institutions and records
 
Islamic information seeking behavior
Islamic information seeking behaviorIslamic information seeking behavior
Islamic information seeking behavior
 
Islamic information management
Islamic information managementIslamic information management
Islamic information management
 
Islamic information management sources in islam
Islamic information management sources in islamIslamic information management sources in islam
Islamic information management sources in islam
 
The need for security
The need for securityThe need for security
The need for security
 
The information security audit
The information security auditThe information security audit
The information security audit
 
Security technologies
Security technologiesSecurity technologies
Security technologies
 
Security policy
Security policySecurity policy
Security policy
 
Security and personnel
Security and personnelSecurity and personnel
Security and personnel
 
Secure
SecureSecure
Secure
 
Risk management ii
Risk management iiRisk management ii
Risk management ii
 
Risk management i
Risk management iRisk management i
Risk management i
 
Privacy & security in heath care it
Privacy & security in heath care itPrivacy & security in heath care it
Privacy & security in heath care it
 
Physical security
Physical securityPhysical security
Physical security
 
Legal, ethical & professional issues
Legal, ethical & professional issuesLegal, ethical & professional issues
Legal, ethical & professional issues
 

Recently uploaded

Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
jafsa9823#S07
 
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
arnavkumar9870
 
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
jimcarns
 
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
bangaloreakshitakaus
 
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
Timothy Hackman
 
Tool Kit For Ethical campaign celebration
Tool Kit For Ethical campaign celebrationTool Kit For Ethical campaign celebration
Tool Kit For Ethical campaign celebration
uttammishra37
 
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
eshikajshani
 
Distributed leadership in Ghorahi Cement Industry.pptx
Distributed leadership in Ghorahi Cement Industry.pptxDistributed leadership in Ghorahi Cement Industry.pptx
Distributed leadership in Ghorahi Cement Industry.pptx
Er. Kushal Ghimire
 
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdf
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdfZoho_Final Report_MGT489: Strategic Management_SmM4.pdf
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdf
Mohammad Tauhidul Islam Khan Rifat
 
University of Birmingham diploma
University of Birmingham diplomaUniversity of Birmingham diploma
University of Birmingham diploma
uoxhom
 
UoB degree offer diploma Transcript
UoB degree offer diploma TranscriptUoB degree offer diploma Transcript
UoB degree offer diploma Transcript
eufoewy
 
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
Dr. Nazrul Islam
 
Leadership development for Bachelor students FEPSAC 2024
Leadership development for Bachelor students FEPSAC 2024Leadership development for Bachelor students FEPSAC 2024
Leadership development for Bachelor students FEPSAC 2024
jdenoord
 
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
hemakumarinn
 
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call ServiceLucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
annarivihqrika
 
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
sabanihahanshni
 
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
ishaguptaji14
 
PPTS for Directing Fourth Managerial Function
PPTS for Directing  Fourth Managerial FunctionPPTS for Directing  Fourth Managerial Function
PPTS for Directing Fourth Managerial Function
Sarika Malhotra
 
TMU biyezheng degree offer diploma Transcript
TMU biyezheng degree offer diploma TranscriptTMU biyezheng degree offer diploma Transcript
TMU biyezheng degree offer diploma Transcript
usuga3
 
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
jafsa9823#S07
 

Recently uploaded (20)

Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
Nashik Girls Call Nashik 0X0000000X Provide Best And Top Girl Service And No1...
 
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
Lucknow Girls Call Ashiyana Colony 08630512678 Provide Best And Top Girl Serv...
 
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
Howard Wilner of Sudbury MA Advocates That Conflict and Problem-Solving Compe...
 
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
Lucknow Girls Call Charbagh 08630512678 Provide Best And Top Girl Service And...
 
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
Mastering the Art of Planning, Leading, and Participating in Effective Meetin...
 
Tool Kit For Ethical campaign celebration
Tool Kit For Ethical campaign celebrationTool Kit For Ethical campaign celebration
Tool Kit For Ethical campaign celebration
 
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
Lucknow Girls Call Kakori 08630512678 Provide Best And Top Girl Service And N...
 
Distributed leadership in Ghorahi Cement Industry.pptx
Distributed leadership in Ghorahi Cement Industry.pptxDistributed leadership in Ghorahi Cement Industry.pptx
Distributed leadership in Ghorahi Cement Industry.pptx
 
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdf
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdfZoho_Final Report_MGT489: Strategic Management_SmM4.pdf
Zoho_Final Report_MGT489: Strategic Management_SmM4.pdf
 
University of Birmingham diploma
University of Birmingham diplomaUniversity of Birmingham diploma
University of Birmingham diploma
 
UoB degree offer diploma Transcript
UoB degree offer diploma TranscriptUoB degree offer diploma Transcript
UoB degree offer diploma Transcript
 
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
The Relevance of Military Leadership in the Corporate World: A Bangladesh Per...
 
Leadership development for Bachelor students FEPSAC 2024
Leadership development for Bachelor students FEPSAC 2024Leadership development for Bachelor students FEPSAC 2024
Leadership development for Bachelor students FEPSAC 2024
 
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
Lucknow Girls Call Vijay Khand 08630512678 Provide Best And Top Girl Service ...
 
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call ServiceLucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
Lucknow Girls Call Vikas Nagar 08630512678 Girls Call Service
 
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
Pune Girls Call Pune 0X0000000X Unlimited Short Providing Girls Service Avail...
 
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
Mumbai @Girls @Call WhatsApp Numbers 🫦0000XX0000🫦 List For Friendship Girls S...
 
PPTS for Directing Fourth Managerial Function
PPTS for Directing  Fourth Managerial FunctionPPTS for Directing  Fourth Managerial Function
PPTS for Directing Fourth Managerial Function
 
TMU biyezheng degree offer diploma Transcript
TMU biyezheng degree offer diploma TranscriptTMU biyezheng degree offer diploma Transcript
TMU biyezheng degree offer diploma Transcript
 
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
Chennai Girls Call Chennai 0X0000000X Provide Best And Top Girl Service And N...
 

Managing records center

  • 2.  The procedures to be followed in the records centre:  liaising with records offices  transferring records to the records centre and accessioning records  retrieving and using records held by the records centre  disposing of records, including destruction or transfer of records to the archival institution  compiling statistical controls  measuring performance
  • 3. Liaising With Records Offices  Active liaison between creating agency and records center is necessary, so that records are removed from records office and are deposited in the records centre, transferred to the archival institution or destroyed as required by the schedules.
  • 4. Disposal Schedules  Disposal schedules are the means by which the records and archives institution documents decisions about the disposal of files.  Records offices should be issued with the specific schedule relating to their own agency
  • 5. Disposal Schedules  They are responsible for seeing that closed files are transferred to the records centre at the proper time.  The records office supervisor will notify the records centre if there are specific reasons why records should be retained for periods other than those identified in the schedule.
  • 6. Destruction of Records in Offices  Some records may be scheduled for destruction within one year or less of their creation.  These records should not be transferred to the records centre.  Instead, they should be destroyed by the records office under secure conditions.
  • 8. Emergency Planning and Vital Records Care  The creator agencies and the records centre need to collaborate in drawing up and implementing an emergency plan, in order to ensure the best possible recovery in the event of a disaster involving the loss of records, or damage to records, in any office.
  • 9. Emergency Planning and Vital Records Care  Vital records are often duplicated, with the second copy kept in a building separate from the one where the original is held.
  • 10. TRANSFERRING RECORDS TO THE RECORDS CENTRE  All records transferred to the records centre must be easily accessible and must be managed according to the disposal instructions outlined in the records schedules.
  • 11. Accessioning Records in the Records Centre  Following are the steps involved in accessioning records in the records centre :-  Identification of the Originating Government or Corporate Office  A good way to ensure that agencies keep track of their transferred records, and that the records centre can keep track of which agencies have transferred records to it, is for the records centre to allocate a code number to each records office.
  • 12. Example of Register of Record Office Codes
  • 13. Accessioning Records in the Records Centre  Communications and Transport  Good communications and transport services are essential to the success of the records centre and its services.  If client agencies do not feel that they can communicate easily with the records centre and can request their records and get them delivered rapidly and reliably, the records management service will not succeed.
  • 14. Accessioning Records in the Records Centre  Transferring Records to the Records Centre  When an office asks to transfer records to the records centre, the records centre will send it an appropriate number of empty boxes and a supply of records centre transfer lists. The records centre should keep a record of the number of boxes and lists supplied, for purposes of stock control.
  • 15. •To be filled by creating agency staff according to instructions by record center. •Action date must be left blank. Location number is being entered by record center. •Covering date is being entered by creating agency.
  • 16. Accessioning Records in the Records Centre  Records centre staff place the boxes that make up the consignment in order, and deal with them in sequence. For each box they undertake the following steps: 1. Check the records 2. Prepare the boxes 3. Determine the action category 4. Distribute the transfer list 5. Label the boxes 6. Store the records 7. Update the location register and accessions register.
  • 17. Label the box  It is also useful to attach a label to each box. This label should indicate the :-  originating office code number  box number  location code.
  • 18. Example of box label For security reasons, it is important that these should be the only marks on the outside of boxes, so that unauthorized people cannot easily identify records, particularly sensitive or confidential files.
  • 19. Agency statistical report detailing Information about records transferred from specific creating agency
  • 20. Retrieving and using records held by the records centre  It is critical to the success of the records centre that information and files held there are easily and quickly retrieved.  Only the office that created the record, or its successor office, may borrow a record from the records centre. Requests to borrow records may be made by post, by telephone or in person.
  • 21. Retrieval Procedures  Issue forms are used to control the replacement of the records and to compile statistics of use.  Using the issue form as a guide, identify the relevant box and the files or records to be taken out of it.
  • 22. Retrieval Procedures  A records centre issue sticker or red marker can be attached to the front cover of the record, with the box number written on it.  If there are no stickers, it may be best to use a stamp or write the box number on the front of the file.
  • 23. Retrieval Procedures  The purpose of the issue sticker is to :-  identify the record as having been issued by the records centre  remind officers to return it at the proper time  help records centre staff replace it in the proper place  identify the record as a returned issue and not as a new transfer  be a ready reference marker in checking how often records are used.
  • 24. Example of Records Center Request Form
  • 25. Example of Issue Sticker