This document discusses different types of records used in community organization. It defines a record as a document intended to be used as a working tool by an organization. Records can be textual, charts, photos, etc. and are generally unpublished for internal use. The functions of records are to document past events, identify people/groups, provide instructions, and outline future plans. Community organization records specifically document projects and are used to track progress, share learnings, and support evaluation. The document outlines different types of records like administrative, operating, and teaching records. It also discusses the advantages and disadvantages of process records, which document not just what happened but how and why.

1. Recording &Documentation
Unit-IV
Subject:-Community Organization-I
FY.BSW
Presented by:
Prof. Rahul Mahida

2. Records:
• A Record is a Document or other auditory or visual product,
intended to be used primarily as a working tool by an organization
or individual, and which performs following functions;-
A. It gives an account of something which has taken place,
B. It defines some person, group or thing;
C. It contains factual descriptions, analysis, instruction, directions,
opinion, suggestions or recommendations.
D. It sets forth plans for future.

3. Continue..
• A record may be not only a textual document, but it may be a
chart,graph,map,blueprint,photograph,micro-film,micro-
card,film,slide,recording or other product intended to be heard at some
time in future.
• It is generally unpublished and for use of primarily within the
organization or some other group, rather than for use of general public.

4. Functions:-
• To give account of something that has happened. It is a substitute for
an extension of memory.
• For Identification.
• To set forth factual descriptions, analyses, instructions, directions,
opinions, suggestion and recommendations.
• To set forth plan for future.

5. Why Records/Objectives
• Records are used in every of organized human relationship-Govt. ,
Business, Religion, Education, Social Welfare.
• CO records are to be distinguished from administrative records ( such
as minute, mailing lists, financial statements).
• CO records are specialized records relating to the practice of CO. As
the projects are different.
• Hence there are different types of the records as the community
differs.

6. These are some of their answers:-
• Because we have to;
To Enable us to keep records
To tell about failure and successes
For ourselves to keep on knowing what we are doing
For communicate to donors and funders(how the project progresses)
So the donor could be encouraged knowing what happened with their
donations.

7. Conti..
• to let other people know about the developments of a project so
other people can be encouraged to do their own projects, so
community members would be encouraged and informed.
• To help researchers to do their work;
• To use for evaluation
• For the Govt.

8. Purpose
• To facilitate and improve the service of the agency.
• To facilitate and increase the effectiveness of executive control and
supervision.
• To provide the material for interpreting activities, problems, and
accomplishments.
• To provide an adequate historical records of the agency, Its program,
its services and accomplishments.
• To provide more adequate teaching material for use in training
students workers in training and the new and junior worker.

9. Types
• ADMINISTRATIVE RECORDS:
Include office manuals or organization handbooks, scrap books of
newspaper clippings, subject files, containing material on agencies ,
geographical entities, problems, filed and types of service, resource file
or indexes, organization charts ,Job descriptions and specifications,
personnel records mailing lists. statistical data, correspondence and
office memoranda, subject memoranda, notice of meetings, agendas,
minutes.

10. • OPERATING AND TEACHING RECORDS:
The function of operating Record is to facilitate the service & Operation
of the agency.
The function of teaching records serves as teaching material in course in
community organization or elsewhere. These are also called C.O. case
records.
Process recording in C.O. is a type of recording which may be applied to
any diary or case history type of record. The usual diary or case history
records is narrative record and the major emphasis is on what
happened.
The process records attempts to incorporate the C.O. process into the
record ; that is it not only tells what happened , but it lays emphasis on
how and why various things happened, and how the worker made use
of the C.O. process

11. Advantages & Disadvantages
• Advantages:
• The process records is more complete than the ordinary
narrative record & it therefore gives the reader better
understanding of what happened & why & how It happened.
• It lays special emphasis upon the social-psychological aspects
of CO & Upon individual, Group & Inter group relationship.
• The process records reveals much more
• Adequately than the narrative record the role of professional
worker as CO practitioner-what problems he encountered,
what relationships were involved, why & how he did, what
he did & with what results.

12. Disadvantages
• Process records are extremely long , its time consuming & Expensive.
• The selection of material for process recording seems to be highly
subjective.
• Process recording sometimes contain large amount of Irrelevant
material , including guesses, surmises, hunches & sometimes
psychologically half baked interpretations of actions, motivation and
attitudes.
• Habitual process recording may tend to make the worker
introspective and too much absorbed in his role and the details of
relationships & practices.