1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 1
Records Management
Copyright 2011 South-Western, Cengage Learning
2. Information Growth
ā¢ The information age
ā¢ New information generated daily
ā Newspapers
ā Radio and television
ā Internet pages, electronic mail, and blogs
ā Phone calls
ā¢ Organizing information is a challenge
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3. Records Management
ā¢ Management
ā Using resources to achieve specific goals
ā Planning, organizing, leading, and controlling
ā¢ Records management
ā Control of all records through the record life cycle
ā Also known as records and information management
(RIM)
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5. Records Classification
ā¢ By use
ā Transaction documents
ā Reference documents
ā¢ By place of use
ā Internal records
ā External records
ā¢ By value to the organization
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ā Vital records ā Useful records
ā Important records ā Nonessential records
Records are often discussed in meetings.
Image Source / Getty Images
6. Why Records Are Used
ā¢ To serve as the memory of a business
ā¢ To document transactions
ā¢ To document compliance with laws and
regulations
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7. Records Values
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ā¢ Administrative Records that help employees
perform office operations
ā¢ Legal Records that provide evidence
of business transactions
ā¢ Historical Records that document the
organizationās operations
8. History of Records Management
ā¢ Early records
ā¢ Trends in records management
ā Electronic records
ā Electronic mail
ā Document imaging
ā Internet and e-commerce
ā Electronic file transfer and data interchange
ā Enterprise content management
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9. Legal Considerations
ā¢ Legislation
ā Protects individualsā rights to privacy
ā Regulates the publicās access to information
ā¢ Records managersā roles
ā Implementing laws and regulations
ā Handling compliance issues
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10. Records Management Functions
ā¢ Planningāestablishing goals or objectives
ā¢ Organizingāarranging the tasks, people,
and other resources to meet goals
ā¢ Controllingāmeasuring how well goals have
been met
ā¢ Leadingātraining, supervising, and
motivating
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13. Problems in Records Systems
ā¢ Management
ā No plan for managing, retaining, or destroying records
ā No standards for evaluating workers
ā¢ Human problems
ā Lack of concern about the importance of records
ā Hoarding of records
ā Poorly trained workers
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14. Problems in Records Systems
ā¢ Insufficient filing procedures
ā Poorly labeled drawers and folders
ā Records removed from files without proper
authorization
ā¢ Poor use of equipment
ā¢ Inefficient use of space
ā Crowded conditions
ā Poor layout
ā¢ Excessive records management costs
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15. Professional Organizations
ā¢ ARMA International
ā An important professional group for records managers
ā Promotes RIM educational programs
ļ§ AIIM
ļ§ AHIMA
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