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Efficient and systematic control of the creation, receipt, maintenance, storage, use and disposal of records

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  • Good afternoon, Thank you for inviting me to speak today. My name is Edith Pringault-Adam. I am Aberdeenshire Council’s Information and Records Manager. I also wear the hat of RMS Scotland Chairperson and RMS Marketing Director. What you will hear from me today are the principles of effective records management, and you will see how they impact on you and your work. It is interesting for me to talk to professional librarians as our work is very similar. You deal with published information, making sure reference documentation is catalogued according to defined rules, storing them in a controlled manner, removing out of date information, trying to ensure that copying does not get out of control, registering who takes what when and who returns what when, restricting access to invaluable books is restricted. + work in the electronic arena. The difference with the work of a records manager is that we do not deal with information which is clearly referenced – often documents don’t have a title, a date or an author, we don’t have clear rules for classifying. We have some legislation governing our activities. We have the thorny issue of electronic/digital information to contend with….. Similar work, different challenges!
  • So today we will cover: What is a record? How to differentiate between document and records? What is records management? What are the principles behind it? Why is it important? Why should you care? Finally we will explore the tools of the trade, the four critical elements of records management.
  • According to ISO 15489 which is the international standard for records management, A record is any information created, received and maintained As evidence and information By the organisation In pursuance of its legal obligations or business transactions. Q Does the medium matter? No
  • Authentic: It must be possible to prove that the record is what it purports to be, have been created or sent by the person purported to have created or sent it, and have been created or sent at the time purported. Importance of date, author, meaningful title, list of addressees and metadata Reliable: The contents of the record is a full and accurate representation of the transactions, activities or facts Accurate minutes, reporting, entry Integral: A record must be complete and unaltered. It must be protected against unauthorised alteration. Modification to a records after its creation must be clearly identified and traceable. Records will be held in a robust format which remain readable for as long as records are required. Problems with electronic files. Can be modified without others knowing it. Evolution of electronic formats . Useable : Once created, records must be efficiently located, retrieved, presented and interpreted for as long a the Council holds them according to the retention policy in place. Inventory/catalogue of records. Know and share what you have and where it is.
  • It is about knowing What we have (and what we don’t have) Where it is Who has it and who has access to it What format we have it in How long we need to keep it for Policies and procedures which document the creation, use (and filing), distribution, disposal, security of records and training. Q Do you have any of these policies and procedures in place?
  • There are three essential tools in records management A file plan – which indicates what is where, and how it is organised. Retention and disposal policy – which indicates how long to keep records and what to do with them once the retention period has elapsed. Security Access schedule - which indicates who has access to the records and what particular provisions must be made for this access to take place. Without those three elements, a records management system cannot be properly implemented and successful. Their development must involve the users, this is why you are here today. The 4 th element is people. No records management system is effective without people using it. People are the most difficult element to master!
  • Recordsmanagement

    1. 1. Effective Records ManagementPatrick Alfred Waluchio OngwenKnowledge Management OfficerAfrican Research and Resource Forum
    2. 2. Effective records management• What is a record?• Records Management What is it? Why is it important?• Tools of the trade
    3. 3. What is a record?Any information created, received and maintainedas evidence and informationby an organisationin pursuance of its legal obligations or business transactions
    4. 4. Characteristics of a record• Authentic• Reliable• Integral• Useable
    5. 5. What is records management?• Efficient and systematic control of the creation, receipt, maintenance, storage, use and disposal of records
    6. 6. Why is it important?• Cost savings• Legal compliance• Efficiency• Staff morale• Being in control
    7. 7. Toolsfor effective records management• File Plan• Retention Access Schedule• Security Access schedule• Staff involvement
    8. 8. Thank you for your attention Effective Records ManagementPatrick Alfred Waluchio OngwenKnowledge Management OfficerAfrican Research and Resource Forum