The document outlines the key considerations for planning and developing an effective records center, including establishing an administrative structure, deciding on a physical location, accommodating storage and staff needs, and determining authority, service levels, and costs. It emphasizes the importance of centralization, adequate transportation and technology for communication, properly training staff to carry out necessary functions, and ensuring authority and standards of service are in line with the overarching records management institution. Overall, the document provides a framework to guide decisions involved in establishing a new records center or improving an existing one.
A medical record, health record, or medical chart is a systematic documentation of a patient\'s individual medical history and care. The term \'Medical record\' is used both for the physical folder for each individual patient and for the body of information which comprises the total of each patient\'s health history. Medical records are intensely personal documents and there are many ethical and legal issues surrounding them such as the degree of third-party access and appropriate storage and disposal. Although medical records are traditionally compiled and stored by health care providers, personal health records maintained by individual patients have become more popular in recent years.
Global Information Governance Cross-border Records Mana.docxshericehewat
Global Information
Governance:
Cross-border Records
Management the
Hard [copy] Way
A case study on new technology applied to persistent global
records management challenges
2
Introduction
Paper documents remain a staunch, if somewhat stodgy,
component of many global records management
inventories with fairly well understood business
challenges. Paper (hard copy) is an inflexible media type
that is frequently poorly indexed and organized. Such
documents are often hard to find and retrieve; and
typically, there is physical exertion and/or a service fee
involved to locate and recover the records.
Faced with regulatory and legal requirements, many
organizations find it difficult to determine whether
mounds of paper documents are too important to
throw away or too irrelevant to keep. These issues can
grow exponentially when documents are spread across
jurisdictions, especially when records decision-making lies
outside of a jurisdiction.
Are there benefits to maintaining the hard copy records
inventory more closely, and with more centralized
transparency? Absolutely, but those benefits are often
diffused across the organization and it becomes difficult
to translate the benefits in a hard dollar way. Further,
identifying records, indexing and performing other
operations to maintain the hard copy inventory can
be expensive. As a result, for many records managers,
proactively gaining global records inventory control
depends on reducing the cost to solve the problem; that
is, aligning the expenses of hard-copy remediation with
the benefits remediation provides. For many organizations,
however, it is difficult to determine the mix of business
process, subject matter proficiency, and technology that
allows for improved management of the global hard copy
inventory.
The Setting
A multi-national company maintains operations for
numerous functions (R&D, manufacturing, accounting,
distribution, and sales) in different countries. The company
decided to consolidate operations both within countries
and across global regions. This required significant
business and personnel realignment. The Information
Technology group took on the task of moving and
consolidating electronic data sources (a topic for another
case study). However, there was no clear vision regarding
how to manage hard copy documents during the transfer
consistently. This was problematic with anticipated site
closings, employee separations, and general disruption.
Further, regulatory mandates in many of the countries
required the company to maintain certain hard copy
records for tax, export controls, intellectual property,
safety compliance, and other purposes.
At the outset the business had to address several
questions. Where were the global sites located? What
organizational moves were going to be made? How will
these responses impact the records inventory moving
forward? The company needed to understand the hard
copy records at ...
An overview of archiving of clinical studies and data. By RISHI MAHESHWARI , JSS COLLEGE OF PHARMACY , OOTY
For students in V PharmD this topic has been prepared.
DATA & RECORDS MANAGEMENT COURSE ISO RECORDS MANAGEMENT CONTROLStpmasekwa
This course focuses on how to develop best practice record and data management. Efficient record and data management systems are essential for any organisation. Administrators, Office Managers and Personal Assistants all need to develop and improve their record and data management techniques and systems. This course covers all aspects of record and data management related to understanding the processes involved, the guidelines that apply, the steps that need to be taken, best practice examples and easy reference templates for use, storage and retrieval of data training course with practical and hands on case studies and workshops will help you to learn about cyber security, protection of data, reducing organisation risk, meeting global compliance standards, as well as privacy protection requirements and using ISO records management and ISO Information security management to deliver solutions. This training course seeks to provide you with the latest skills and case studies such as how to manage information, audit controls, manage legal regulations and standards, work more safely in an online world and how to protect sensitive and personal information. By applying these skills to the tasks and challenges you face in your work, you will deliver stronger and more compliant solutions to managing cyber related risks and applying information governance roles and responsibilities.
Course Duration: 2 DaysDownload course outline→
UPON COMPLETION OF THIS COURSE, THE PARTICIPANTS SHOULD KNOW THE FOLLOWING:
Record and data management systems and the related processes
Overview of the guidelines that relate to record and data management
Record and data management: data, storage and retrieval aspects
Planning a storage and retrieval system
Implementing and maintaining a filing system
Guidelines for retention and disposal of records
Archiving and disposal of records
Practical tips and templates for use at work
Practical application to own work environment and related types of data that are worked with
Good administrative practices and processes
Using technology effectively for data management
Quality Management Systems
The Scheduling Of Information Systems 2Ken Matthews
An Information System is the organized collection, processing, transmission, and dissemination of information in accordance with defined procedures. The purpose of this presentation (parts I and II) is to provide a foundation for applying records management processes to the various Information Systems utilized within a Federal Government context.
Specific ServPoints should be tailored for restaurants in all food service segments. Your ServPoints should be the centerpiece of brand delivery training (guest service) and align with your brand position and marketing initiatives, especially in high-labor-cost conditions.
408-784-7371
Foodservice Consulting + Design
Public Speaking Tips to Help You Be A Strong Leader.pdfPinta Partners
In the realm of effective leadership, a multitude of skills come into play, but one stands out as both crucial and challenging: public speaking.
Public speaking transcends mere eloquence; it serves as the medium through which leaders articulate their vision, inspire action, and foster engagement. For leaders, refining public speaking skills is essential, elevating their ability to influence, persuade, and lead with resolute conviction. Here are some key tips to consider: https://joellandau.com/the-public-speaking-tips-to-help-you-be-a-stronger-leader/
Employment PracticesRegulation and Multinational CorporationsRoopaTemkar
Employment PracticesRegulation and Multinational Corporations
Strategic decision making within MNCs constrained or determined by the implementation of laws and codes of practice and by pressure from political actors. Managers in MNCs have to make choices that are shaped by gvmt. intervention and the local economy.
A presentation on mastering key management concepts across projects, products, programs, and portfolios. Whether you're an aspiring manager or looking to enhance your skills, this session will provide you with the knowledge and tools to succeed in various management roles. Learn about the distinct lifecycles, methodologies, and essential skillsets needed to thrive in today's dynamic business environment.
Org Design is a core skill to be mastered by management for any successful org change.
Org Topologies™ in its essence is a two-dimensional space with 16 distinctive boxes - atomic organizational archetypes. That space helps you to plot your current operating model by positioning individuals, departments, and teams on the map. This will give a profound understanding of the performance of your value-creating organizational ecosystem.
Comparing Stability and Sustainability in Agile SystemsRob Healy
Copy of the presentation given at XP2024 based on a research paper.
In this paper we explain wat overwork is and the physical and mental health risks associated with it.
We then explore how overwork relates to system stability and inventory.
Finally there is a call to action for Team Leads / Scrum Masters / Managers to measure and monitor excess work for individual teams.
The case study discusses the potential of drone delivery and the challenges that need to be addressed before it becomes widespread.
Key takeaways:
Drone delivery is in its early stages: Amazon's trial in the UK demonstrates the potential for faster deliveries, but it's still limited by regulations and technology.
Regulations are a major hurdle: Safety concerns around drone collisions with airplanes and people have led to restrictions on flight height and location.
Other challenges exist: Who will use drone delivery the most? Is it cost-effective compared to traditional delivery trucks?
Discussion questions:
Managerial challenges: Integrating drones requires planning for new infrastructure, training staff, and navigating regulations. There are also marketing and recruitment considerations specific to this technology.
External forces vary by country: Regulations, consumer acceptance, and infrastructure all differ between countries.
Demographics matter: Younger generations might be more receptive to drone delivery, while older populations might have concerns.
Stakeholders for Amazon: Customers, regulators, aviation authorities, and competitors are all stakeholders. Regulators likely hold the greatest influence as they determine the feasibility of drone delivery.
Integrity in leadership builds trust by ensuring consistency between words an...Ram V Chary
Integrity in leadership builds trust by ensuring consistency between words and actions, making leaders reliable and credible. It also ensures ethical decision-making, which fosters a positive organizational culture and promotes long-term success. #RamVChary
Senior Project and Engineering Leader Jim Smith.pdfJim Smith
I am a Project and Engineering Leader with extensive experience as a Business Operations Leader, Technical Project Manager, Engineering Manager and Operations Experience for Domestic and International companies such as Electrolux, Carrier, and Deutz. I have developed new products using Stage Gate development/MS Project/JIRA, for the pro-duction of Medical Equipment, Large Commercial Refrigeration Systems, Appliances, HVAC, and Diesel engines.
My experience includes:
Managed customized engineered refrigeration system projects with high voltage power panels from quote to ship, coordinating actions between electrical engineering, mechanical design and application engineering, purchasing, production, test, quality assurance and field installation. Managed projects $25k to $1M per project; 4-8 per month. (Hussmann refrigeration)
Successfully developed the $15-20M yearly corporate capital strategy for manufacturing, with the Executive Team and key stakeholders. Created project scope and specifications, business case, ROI, managed project plans with key personnel for nine consumer product manufacturing and distribution sites; to support the company’s strategic sales plan.
Over 15 years of experience managing and developing cost improvement projects with key Stakeholders, site Manufacturing Engineers, Mechanical Engineers, Maintenance, and facility support personnel to optimize pro-duction operations, safety, EHS, and new product development. (BioLab, Deutz, Caire)
Experience working as a Technical Manager developing new products with chemical engineers and packaging engineers to enhance and reduce the cost of retail products. I have led the activities of multiple engineering groups with diverse backgrounds.
Great experience managing the product development of products which utilize complex electrical controls, high voltage power panels, product testing, and commissioning.
Created project scope, business case, ROI for multiple capital projects to support electrotechnical assembly and CPG goods. Identified project cost, risk, success criteria, and performed equipment qualifications. (Carrier, Electrolux, Biolab, Price, Hussmann)
Created detailed projects plans using MS Project, Gant charts in excel, and updated new product development in Jira for stakeholders and project team members including critical path.
Great knowledge of ISO9001, NFPA, OSHA regulations.
User level knowledge of MRP/SAP, MS Project, Powerpoint, Visio, Mastercontrol, JIRA, Power BI and Tableau.
I appreciate your consideration, and look forward to discussing this role with you, and how I can lead your company’s growth and profitability. I can be contacted via LinkedIn via phone or E Mail.
Jim Smith
678-993-7195
jimsmith30024@gmail.com
Enriching engagement with ethical review processesstrikingabalance
New ethics review processes at the University of Bath. Presented at the 8th World Conference on Research Integrity by Filipa Vance, Head of Research Governance and Compliance at the University of Bath. June 2024, Athens
Enriching engagement with ethical review processes
Planning and developing a records center
1. 1
Planning and Developing a
Records Center
Centralisation
Location
Means of transport
Communications and technology
Staffing
Accommodation
Authority, service levels and costs
2. 2
Steps involved in planning and
developing a records centre
1. Establishing an administrative structure.
2. Collecting information about records systems.
3. Deciding on a physical site for the records centre.
4. Constructing or adapting a building for use as a
records centre.
5. Conducting a pilot project to manage the records
of selected agencies.
6. Establishing a full records service.
7. Caring for records in different formats.
8. Determining a plan for costing services.
3. 3
ESTABLISHING AN ADMINISTRATIVE
STRUCTURE
Functions of Record Centers :-
receive and administer all records,
in whatever format, that are retired
from
current records systems
provide a reference service based
upon the records
dispose of all records held in
accordance with disposal schedules
and plans.
4. 4
ESTABLISHING AN ADMINISTRATIVE
STRUCTURE
Records centre will exist within the structure of
the organisation’s records and archives
institution, as a branch of the archival facility.
The records centre serves as one of the principal
instruments of the records and archives
institution and is an important element in a
government’s or business’s capital investment
programme.
It is important that the organisation should make
proper use of the records centre and that records
centre policies be clear and appropriate.
5. 5
Planning and Developing a
Records Center
When planning a records centre, decisions
have to be made on the following policy
issues:
• centralisation
• location
• means of transport
• communications and technology
• staffing
• accommodation
• authority, service levels and costs.
6. 6
Centralisation
one records centre or several?
The best control may be achieved
when there is one single records
centre, under a unified
management.
7. 7
Centralisation
However, local circumstances must
be taken into account.
For example :- In a country where
records are scattered, or
decentralized administration
(provisional or regional
governments), or geographically
impossible.
8. 8
Centralisation – Brain Cracker
Based on the structure and needs of your
organisation, give three advantages and three
disadvantages to centralising a records centre
for your organisation. Then give three
advantages and three disadvantages to
decentralising the records centre. (Your
advantages and disadvantages for each will no
doubt include similar points.) Which way would
you suggest is best?
9. 9
On site storage advantages
1. Easily retrieval
2. Save time, cost
3. No transport required
10. 10
On Site Storage Disadvantages
1. Bulk of records located at the
same place – if there no proper
records system.
2. Need more space to keep the
records. Space = cost
3. Need more staff to control the
records
11. 11
Off site advantages
1. Easy to manage – outsource the
keeping/ storage of records
2. No need internal staff to manage
the records
3. Space – save space at the creating
agencies
12. 12
Off site disadvantages
1. Time constraint – to retrieve the
records
2. Cost – rental is expensive
3. Transportation – to deliver the
records
4. Responsibilities – handle by other
parties (the value of records).
Access by unauthorized people.
13. 13
Location
Should the records centre be on the
central site or at a remote site?
The advantage of locating the
records centre close to the creating
agencies is that transfer and
retrieval of records is facilitated.
14. 14
Location
The principal disadvantage of a
central location is cost
Records centres are essentially bulk
warehouses, and this type of
accommodation is usually best
provided in industrial estates or in
low-cost areas away from the main
urban or business centres.
15. 15
Location
The classic model records centre is
a free-standing building situated not
too far from the main record-
creating agencies but in an area
that allows for minimum capital and
recurrent costs and convenient
communications.
16. 16
Means of Transport
How will the records be transferred, disposed of
and retrieved?
Records that are retired from current systems
should be transferred to the records centre
regularly.
In general, agencies should be encouraged to
make smaller transfers more frequently rather
than larger transfers less often.
However, difficult transport arrangements may
make this impractical.
Suitable transport arrangements will always
improve the efficiency of the service.
17. 17
Means of Transport
The records centre should have
accommodation and equipment to
facilitate large transfers of records :-
weather-proof loading bay, adequate
parking
space for large vehicles
a working area where transferred
materials can be cleaned and checked
before being placed on shelves.
18. 18
Means of Transport
The records centre should also be
able to receive, store and retrieve
records in non-typical formats.
The records centre is not simply a
storage area but the base for an
information service. Materials held
in the records centre must be
available for use.
19. 19
Means of Transport
Records are also regularly moved
out of the records centre, under the
provisions of the disposal schedules.
20. 20
Means of Transport
The records centre should have
facilities to allow users to attend at
the records centre and examine
documents under certain conditions.
For example :-
controlled and supervised search
room.
suitable arrangements for visitors to
reach the records centre
Car parks
21. 21
Communications and Technology
Apart from the physical transport of materials
and people, there must be easy and practical
means of communication between the records
centre and its users.
Means of communication in this context include
not just physical access but also telephone,
fax and local computer network links.
22. 22
Communications and
Technology
Communications systems are required to
1. arrange for and facilitate the transfer of records
from the agencies to the records centre
2. arrange for the transfer of records from the
records centre to the archival repository
3. arrange for the disposal of records ready for
destruction
4. allow agencies to request records, to ask for
statistical and other information about the
working of this aspect of the records and
archives institution or to obtain information on
the presence or absence of records
5. allow records centre staff to check on the
whereabouts and return of records that have
been issued to agencies.
23. 23
Staffing Requirements
Within the records centre, there are four
types of staff activity:
liaising with creator agencies and managing
reference services
managing the holdings within the records
centre
providing security, transport and housekeeping
within the centre
liaising with the archival institution.
24. 24
Staffing Requirements
The responsibility for tasks within these
groups should be allocated to particular
posts. Suitable job descriptions should
be prepared, regardless of the size or
scope of the staff.
The records centre manager is
responsible for reporting to the records
and archives institution at agreed
intervals.
26. 26
Staffing Requirements
Records centre should be adequately
staffed.
Adequate staffing means that there should be enough
people to do the work efficiently. But the service should
always be cost effective; there should not be too many
staff. Further, each staff member should be given a set
of tasks and responsibilities he or she is reasonably
capable of carrying out.
Records centre staff must undertake a range of
activities,from liaison with creating agencies to care of
records and related administrative work.
27. 27
Staffing Requirements
Duties of Records Centre Staff
1. liaising with creating agencies
2. receiving records from creating agencies
3. retrieving records on demand
4. retrieving records for transfer to the
archives or for disposal
5. communications and technology
management
6. administrative duties.
28. 28
Staffing Requirements
LIAISING WITH CREATING AGENCIES
Records centre staff need to be aware of the current
situation within each of the user agencies, particularly
in their records offices.
The service begins with identifying which records should
be transferred to the records centre. Records staff
should always be able to know and state the basic
statistics of their branch of the service in relation to
any particular creator agency.
They should know the overall bulk of records held in the
records centre for each department or office; the
frequency of reference to the main series; and the rate
at which records are removed from the centre
according disposal schedules. This information enables
the records and archives institution to draw up and
carry out its plans of action.
29. 29
Staffing Requirements
RETRIEVING RECORDS ON DEMAND
When staff in the creating office request records, these should
be retrieved and issued in accordance with agreed
procedures. Records centre staff should track the movement
of records issued to user departments and ensure that
records are returned within the normal time.
In some cases, records may be made available to authorized
persons in the search room of the records centre, under
supervision. Records centre staff are responsible for
retrieving the correct record, controlling its issue and return,
supervising its use in the search room and ensuring its
return to the correct location.
Ideally, only one staff member in the records centre should be
in charge of the copying and reproduction of records. There
may be a guideline that records should be issued in
photocopy form and not in the original, wherever feasible, to
protect originals from loss.
30. 30
Staffing Requirements
RETRIEVING RECORDS FOR TRANSFER
Records centre staff will be responsible for
identifying and preparing records for
transfer to the archival institution or for
destruction. This work involves
maintaining disposal schedules, ensuring
the appropriate and secure transfer of
records and documenting all actions
taken.
31. 31
Staffing Requirements
COMMUNICATIONS AND TECHNOLOGY
MANAGEMENT
Only one staff member should be responsible for the
computer system, if one is used.
This area of responsibility involves liaison with the
appropriate officer in the records and archives
institution. Tasks may include the choice of the
hardware and software systems used. The choice
of system should be in general accord with
government or corporate policy and civil service
or organisational practice. Every effort should be
made to standardise computer systems across the
organisation.
32. 32
Staffing Requirements
Any automated systems used should be
standardised across the organisation.
The staff member responsible for computers will be responsible
for the supervision of clerical and other work in data input,
management of the databases, retrieval of information and
compilation of statistics.
33. 33
Staffing Requirements
ADMINISTRATIVE DUTIES
In addition, there should be adequate
trained staff available to carry out
cleaning and housekeeping work,
enforce security procedures and
drive and maintain vehicles needed
for records centre work.
34. 34
Accommodation Requirements
There must be accommodation for all
of the processes of the records
centre, including the transfer,
management and storage of
records, the provision of reference
services,staff facilities and storage
and maintenance of vehicles.
35. 35
Accommodation Requirements
Transfer of Records
The physical movement and transfer of records
involves the following processes:
• receiving new consignments of records from
agencies
• issuing records to agencies on request and
receiving returned records from them
• transferring selected records to the archival
institution.
All these movements require the use of a loading
bay. This area should be protected
from the weather and should lead directly to a
clean, secure work area.
36. 36
Accommodation Requirements
Management of Records
Suitable accommodation is needed for the following
processes:
• preparing records for storage
• executing and maintaining control and retrieval
system procedures (this includes checking
transfer lists, filing lists in the appropriate places
and completing the accessioning procedure)
• completing statistical information
• receiving and carrying out requests for information
or records.
37. 37
Accommodation Requirements
These processes need sufficient office space
to allow for the use of boxes or cabinets
in which to file the transfer lists and other
forms in use.
The records centre’s communications
systems (telephone, fax, computer) will
be sited here.
Ordinary office facilities will be needed,
including desks, filing cabinets (for filing
correspondence with agencies), stationery
and materials storage.
38. 38
Accommodation Requirements
Storage of Records
The main purpose of the records
centre is to hold records for the
agreed time.
The bulk of space in the building
should be devoted to storage.
39. 39
Accommodation Requirements
Reference to Records
If authorised persons will be given supervised access to
records, provision needs to be made for a records
centre search room.
Generally the facilities offered should be similar to those
available in the archival institution, though perhaps not
as large.
There should be
• desks or tables at which users may consult the records
• a desk for the supervising officer (placed so that the
officer can see the users)
• shelves for reference material
• access to a photocopier.
40. 40
Accommodation Requirements
Facilities for Staff
Staff need suitable working and recreational
accommodation, in accordance with the
standards in effect within the government
or organisation.
At remote sites this may involve the
provision of meals. Toilets and
washrooms must also be provided and
must meet appropriate standards.
41. 41
Accommodation Requirements
Storage and Maintenance of
Vehicles
If transport is provided by the records
centre, such as to bring records to
and from offices, accommodation
will be needed for the vehicles,
together with facilities for
maintenance.
42. 42
Authority, Service Levels and Costs
Authority, Service Levels and Costs
The service offered by the records centre
and its staff form part of the larger
records and archives institution, which
should be established on a firm statutory
basis and managed in accordance with a
records policy.
Actions taken by the records centre staff
should have the authority of the records
and archives institution and should follow
procedures laid down by it.
43. 43
Authority, Service Levels and
Costs
The level of service offered should be the subject of
specific regulations, procedures and agreements,
which should cover such matters as :-
1. the retirement of records from current systems
2. the preparation of records for transfer
3. the arrangement and transfer of backlog
accumulations of records
4. the provision of reference to records held at the
records centre
5. the release and return of records used for
reference purposes
6. the destruction of records under the provision of
the disposal schedule.