Records management involves creating, maintaining, and disposing of records according to logical practices and procedures. A record is any information captured in a reproducible form that is required to conduct business transactions or activities. Effective records management ensures the right records are available when needed through uniform classification, storage, and transfer or disposal of inactive records. The goals are to retain only necessary records for efficient operations and dispose of unneeded records according to a lifecycle concept where records pass through creation, maintenance, and final disposition stages.

1. RECORDS MANAGEMENT
TERMINOLOGIES

2. WHAT IS A RECORD?
A records is a thing constituting a
piece of evidence about the past,
especially an account kept in writing
or some other permanent form.

3. •RECORD : information captured in
reproducible form required for conducting
any transaction or activity.
•RECORDS MANAGEMENT: a logical and
practical approach to the creation,
maintenance, use and disposition of
records.

4. RECORDS MANAGEMENT
Why need an integrated approach to records
management ?
 Lack of uniform classification and filing system
 Lack of systematic and orderly transfer of inactive records
 Lack of standardization and control to the creation of forms and directive
 Loss or misfiling of records
 Lack of storage space and filing equipment

5. Goals of a records management program
Only necessary records for efficient and successful operation of the
office/institution.
The records when needed.
Retain/preserve only records needed for continued operation of the
office/ institution
Dispose what is not needed.

6. •CYCLE CONCEPT: records
pass thru three stages from
its creation and active use to
its final disposition.

7. • RECORDS CREATION recording of information on
paper, print, tape or any transmitting medium
• RECORDS MAINTENANCE producing the records when
needed
• RECORDS DISPOSITION determining the ultimate fate
of the records

8. SUMMARY
The ultimate test of a good records management
program is whether the records are available to those
who need them, when and where they are needed (
effectiveness) , the manner in which they are made
available ( efficiency ) , and at what cost ( economy ).

9. THE RECORDS CONTINUUM
MODEL