this is from quarter 2 week 2 Tourism Promotion services competency. which is identify customers need

1. TOURISM
PROMOTION
SERVICES
Marielena C. Cruzat

3. ATTENDANCE

4. RECORDS MANAGEMENT: WHAT IS IT,
PROCESS & BEST PRACTICES

5. Records and document management are necessary
for a business’s daily operations. It is a big part of
keeping your business organized and easy to run. But
businesses often overlook records management.
Managing records can help your business organize
its most important documents, keep them safe, track
and monitor them, audit and review them, and
dispose of them safely when they are no longer
needed.
In this blog, we will discuss what managing a record
is its process, and best practices as well. Let’s get

6. What is Records Management?
- Records management is the process of keeping track of project
records and storing them correctly. It’s a system that organizes,
plans, and keeps track of project records so people can access
them and use them in the future. Records are lists of details that
are important to the project and must be kept track of to manage
the project.
- When you think about record management, you need to decide
what kind of information should be kept and how it should be
kept. You’ll need to know how to handle and gather the records
and how long they should be kept and stored. Disposal or
protection records also have to do with outside events.

7. PROCESS OF
RECORDS
MANAGEMENT
The record management process is the
lifecycle of a record, from its creation to
destruction or storage in an archive. Here, we
explore the steps of the record management
process:

8. Record identification and categorization
-Identifying and classifying records
requires identifying the important
documents and information that must be
managed and categorized based on their
type, content, and importance.

9. Keeping and organizing records
- This step entails locating a suitable location
for storing the records and organizing them
to be easily accessible and retrievable. It
could include using physical filing systems,
digital databases, or a combination of the
two.

10. Records preservation and protection
- Records preservation and protection entails ensuring
that the records are kept safe and secure and that
they will be usable for as long as they are required. It
could involve using protective storage materials,
performing regular backups, and taking other
precautions to avoid damage or loss.

11. Obtaining and utilizing records
- This step of records management entails granting
access to the records to those who require it and
making sure they are accessible and usable when
required. Using records may involve search tools,
indexes, and other tools to assist people in finding the
information they require

12. Disposal of documents
- This step ensures that outdated records are
disposed of in accordance with any applicable
laws and regulations. It could include shredding
paper records, deleting electronic records, or
other disposal methods.

13. BEST PRACTICES OF
RECORDS
MANAGEMENT
Some records are critical to every
business. To work effectively in the
future, they should store them. The
following are the best practices for
managing records:

14. Define your business goals
- Each organization should decide what they need to do with its
records. It means looking at the storage systems that are
already in place and figuring out how they are used. It helps
figure out what will be needed in the future.
- Managing records should have clear steps for making,
destroying, and getting rid of records. The process lets
businesses make the correct legal records. It also helps
companies to keep records based on rules for keeping them.

15. Identifying and Documenting your Records
Systemically
- A crucial step in the records management process is
finding and organizing records. Most of the time, the
archives determine which records need to be kept. But in
general, any record that can be used to prove something
should always be kept. The first complicated step in
managing records is choosing which ones to put in an
archive

16. SETTING A SCHEDULE
FOR KEEPING YOUR
RECORDS
A schedule for keeping records will help you avoid
the costs and risks of losing them. It decides how
particular long records should be kept. Here is the
schedule for different kinds of records:

17. 1.Personnel
- Managing employee records once a year is enough.
2.Financial
- Depending on the type of financial record, the
schedule can be set for different amounts of time. For
instance, tax and accounting documents usually need
more time than personal documents to meet IRS rules.
3.Legal
- How long legal documents need to be kept depends
on the document type and the type of business

18. Reviewing and updating policies for
managing records
- Making a policy for managing records is not enough.
Companies should look over and update their policies on
how to handle records every so often. It ensures that the
records can be kept accurate, easy to find, and private. All
records should be stored in an area under the
established records maintenance policy.

19. Creating a Records Management Team
- A company should develop a dedicated records
management team to succeed in this area. The team
should be in charge of keeping track of and storing all
records. Also, they should ensure that the records are
kept safe for as long as needed. The team should also be
in charge of getting rid of old records to free up space

20. MAKING A SIMPLE
WORKFLOW FOR THE
TEAM
Organizations should concentrate on creating a
records management workflow to maintain
records properly. Include the following factors
in the efficient workflow:

21. 1.Getting and storing the data
2.Keeping data in a key
location in the company
3.Controlling record access.

22. RECORD MANAGEMENT
WILL RUN SMOOTHLY WITH
THE ORGANIZED
PROCEDURE.

23. Selecting a safe location
-A crucial part of record management is
determining where to store an organization’s files.
Find a good location for record management by
considering the following factors:

24. Selecting a safe location
1.Any place with multiple layers of security, like the
grounds of an embassy or a bank vault.
2.A company like a cloud computing service that
takes care of your digital files.
-The right location prevents unwanted access to
company records. Companies that store sensitive
data must choose an appropriate place

25. Tracking and Monitoring Records
- Records are constantly being moved in and out of storage
facilities. Records are also being transferred between
departments and employees. A monitoring system should
ensure that no files are lost during transmission.
- Recording daily organizational operations are important for
developing future decisions and processes. Access to the
records is necessary for the company to determine whether it is
on the right track. Tracking and monitoring records will aid
organizations in their future success.

26. Quiz
1.What are the process of records
management? 1-5
2.Factors in the efficient workflow 6-8
3.schedule for different kinds of records 9 -
10

27. Answer key
1.Record identification and categorization
2.Keeping and organizing records
3.Records preservation and protection
4.Obtaining and utilizing records
5.Disposal of documents

28. Answer key
6. Getting and storing the data
7. Keeping data in a key location in the
company
8. Controlling record access.
9. Personnel
10. Financial