This document discusses office records and records management. It defines a record as information created and maintained as evidence of activities or transactions. Records can be physical (paper) or electronic. Records need to be properly classified as active or inactive, and appropriately stored, circulated, and disposed of according to retention periods. Key challenges include managing electronic records long-term and ensuring compliance, security, and transparency. Records management is important for accountability and preserving evidence of work processes.

1. Records(office records)
Presented To: Dr. Irrum Mushtaq
Presented By: Muhammad Irfan
Roll # 14
M. Phil(Education)
2nd semester(2016-2018)
I. U. B

2. What is Record?
"information created, received, and
maintained as evidence and
information by
an organization or person, in
pursuance of legal obligations or in the
transaction of business“
ISO 15489-1:2001

3. Recent and comprehensive studies
have defined records as:
"persistent representations of
activities"
"the written documents, drawings and
printed matter, officially received or
produced by an administrative body or
one of its officials”
Not all documents are records.
A record is a document consciously
retained as evidence of an action.

4. Characteristics of Records
1. Records are evidence of actions and
transactions
2. Records should support accountability, which is
tightly connected to evidence but which allows
accountability to be traced
3. Records are related to processes, i.e.
“information that is generated by and linked to
work processes” [Thomason, 2001, p 374]
4. Records must be preserved, some for very short
time and some permanently.

5. Types of Record
• Inactive Record
An inactive record is a record that is no
longer needed to conduct current business but
is being preserved until it meets the end of
its retention period, such as when a project
ends. These records are required to be
maintained for a short or permanent duration.

6. • Active Record
An active record is a record needed to
perform current operations, subject to
frequent use, and usually located near the
user.
It is also called 'semi-current'

7. Classification
At the highest level of classification are
physical versus electronic records.
• Physical records are those records, such
as paper, that can be touched and which take
up physical space.
• Electronic records, also often referred to
as digital records, are those records that are
generated with and used by information
technology devices.

8. Managing physical records
• Identifying records
• Storing records
• Retrieval of records
• Circulating records
• Disposal of records

9. Managing electronic records
It is more difficult to preserved and protected
when the records do not have a physical
existence.
Much research is being conducted on the
management of electronic records.
The International Research on Permanent
Authentic Records in Electronic Systems
(InterPARES) Project is one example of such
an initiative. Based at the School of Library,
Archival and Information Studies at
the University of British Columbia

10. The Public Record Office Victoria
(PROV) located in Melbourne,
Australia published the Victorian
Electronic Records Strategy
(VERS) which includes a standard for
the preservation, long-term storage
and access to permanent electronic
records

11. Some Other Types of Records
Industry Records: It represent those records
that are common and apply only to a specific
industry or set of industries. E.g. medical
industry & food industry specific records.
Staff Records: It represents all types of
information's about the servants of any
institutions/departments. E.g.
Service record, attendance files, registers, log
books, visitor books,etc..

12. Current issues in records
management
• Compliance and legal issues
• Security
• Transparency
• Adoption and implementation
• Impact of internet and social media
• Conversion of paper records to electronic
form

13. References
1. Jump up^ ARMA International. "Glossary
of Records and Information Management
Terms, 3rd Edition". ARMA International.
Archived from the original on 2013-09-28.
2. Bearman, D. (1994). Electronic evidence:
strategies for managing records in
contemporary organizations, Pittsburgh:
Archives and Museum Informatics.

14. THANK YOU
• WISH YOU ALL THE BEST