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Effective Records Management
Focus ,[object Object],[object Object],[object Object]
 
It’s a Jungle Out There ,[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object]
Why do we need a system for managing records? •  How many people in your office regularly make use of records? •  Is your office clogged up with piles of paper? •  As a rule, can you find a document generated two months ago in less than five minutes? What about a document generated by a colleague? •  How much time does your colleagues or you spend looking for a document which add to your overall costs? •  What would happen in the event of a fire or flood on your agency's premises? Does your office have an off-site storage of important records? •  Does your office have a back-up system for computer-based records?
Special Libraries Association Docbase WWW HTML pdf XML Tablets Paper Digital
Early records management ,[object Object],Early text messages
Paper  is the standard for the next few millennia
It’s not just paper anymore!
[object Object],WHY DOES IT SEEM SO HARD?
“ I get no respect” Rodney Dangerfield 1921-2004
Then – typing a letter ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Office?  What office? ,[object Object],[object Object],[object Object],[object Object],[object Object]
Human Nature ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Quote on E-mail Management ,[object Object],[object Object]
The Human Touch ,[object Object],[object Object]
[object Object],[object Object],[object Object]
Gone forever There are electronic records that are now extinct and gone forever. On the endangered list How many floppy disks, CD’s, tapes, DVD’s, or other soon to be obsolete media may contain records of importance that are not well preserved and may be  unreadable,  inaccessible – and gone?
Why Manage Records? ,[object Object],[object Object],[object Object],[object Object]
Why an integrated  approach to RM? ,[object Object],[object Object],[object Object],[object Object],[object Object]
A good records system: ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Goals of an RM program ,[object Object],[object Object],[object Object]
2-5% 95-98% Transfer   to   Archives Destroy when retention has been met Creation and Use Active or Semi-Active Retention Period X = Minimum period of time to keep  Disposition Destroy or Transfer to Archives 2-5% 95-98%
Objectives ,[object Object],[object Object],[object Object],[object Object]
Components of a Records Management Program   ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],[object Object],Definitions
LIFE-CYCLE CONCEPT
FUNCTIONS ,[object Object],[object Object],[object Object]
So, what is a record? A record is a record, regardless of format
Content and Function ,[object Object]
Regardless of format – and the list keeps getting longer! ELECTRONIC RECORD  - A record generated, communicated, received or stored by electronic means. ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
No, you don’t have to keep everything. There are some exceptions. ,[object Object],[object Object]
Quiz #1   A policeman is called to the scene of an accident.  The officer takes a digital photo of the car involved.  Is this photo a record worth keeping?  □   Yes  □ No
Quiz #1   A policeman is called to the scene of an accident.  The officer takes a digital photo of the car involved.  Is this photo a record worth keeping?  □   Yes  □ No
In your desk drawer, you have a copy of the contents of your personnel file.  It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □  Yes  □ No Quiz #2
In your desk drawer, you have a copy of the contents of your personnel file.  It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □  Yes   □ No Quiz #2
[object Object],[object Object],[object Object],[object Object],[object Object],Quiz #3
[object Object],[object Object],[object Object],[object Object],[object Object],Quiz #3
[object Object],[object Object],[object Object],Quiz #4
[object Object],[object Object],[object Object],Quiz #4
Quiz # 5 ,[object Object],[object Object],[object Object]
Quiz # 5 ,[object Object],[object Object],[object Object]
Technology du jour ,[object Object],[object Object],[object Object]
When does a document become a record? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Official or record copies ,[object Object],[object Object],[object Object],[object Object],[object Object]
Who is the keeper? ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Primary or record copy ,[object Object],[object Object]
Content matters ,[object Object],[object Object],[object Object],[object Object]
Non-records  ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Examples of Non-records  ,[object Object],[object Object],[object Object],[object Object],[object Object],[object Object]
Checklist  - Keep or delete? ,[object Object],[object Object],[object Object],[object Object],[object Object]
Prove it ,[object Object],[object Object]
Decisions, decisions… ,[object Object]
It’s all about the records ,[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object],RECORDS MANAGEMENT
Also known as… ,[object Object]
Why records management? ,[object Object],[object Object],[object Object],[object Object],[object Object]
[object Object]
[object Object],[object Object],[object Object],[object Object]
[object Object],[object Object]
Improve your bottom line ,[object Object],[object Object],[object Object],[object Object]
Tell me why ,[object Object],[object Object],[object Object],[object Object]
CRITERIA in creating records ,[object Object],[object Object],[object Object],[object Object],[object Object]
Records creation ,[object Object],[object Object],[object Object],[object Object]
Records maintenance ,[object Object],[object Object],[object Object],[object Object]
Records disposition ,[object Object],[object Object],[object Object],[object Object]
Personnel involved   ,[object Object],[object Object],[object Object],[object Object]
Training and Outreach ,[object Object],[object Object],[object Object]
Tools for Effective Records Management ,[object Object],[object Object],[object Object],[object Object]
Summary ,[object Object]
Contact fe.verzosa@dlsu.edu.ph Questions?

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Effective Records Management Introduction

  • 2.
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  • 7. Why do we need a system for managing records? • How many people in your office regularly make use of records? • Is your office clogged up with piles of paper? • As a rule, can you find a document generated two months ago in less than five minutes? What about a document generated by a colleague? • How much time does your colleagues or you spend looking for a document which add to your overall costs? • What would happen in the event of a fire or flood on your agency's premises? Does your office have an off-site storage of important records? • Does your office have a back-up system for computer-based records?
  • 8. Special Libraries Association Docbase WWW HTML pdf XML Tablets Paper Digital
  • 9.
  • 10. Paper is the standard for the next few millennia
  • 11. It’s not just paper anymore!
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  • 13. “ I get no respect” Rodney Dangerfield 1921-2004
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  • 20. Gone forever There are electronic records that are now extinct and gone forever. On the endangered list How many floppy disks, CD’s, tapes, DVD’s, or other soon to be obsolete media may contain records of importance that are not well preserved and may be unreadable, inaccessible – and gone?
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  • 25. 2-5% 95-98% Transfer to Archives Destroy when retention has been met Creation and Use Active or Semi-Active Retention Period X = Minimum period of time to keep Disposition Destroy or Transfer to Archives 2-5% 95-98%
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  • 31. So, what is a record? A record is a record, regardless of format
  • 32.
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  • 35. Quiz #1 A policeman is called to the scene of an accident. The officer takes a digital photo of the car involved. Is this photo a record worth keeping? □ Yes □ No
  • 36. Quiz #1 A policeman is called to the scene of an accident. The officer takes a digital photo of the car involved. Is this photo a record worth keeping? □ Yes □ No
  • 37. In your desk drawer, you have a copy of the contents of your personnel file. It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □ Yes □ No Quiz #2
  • 38. In your desk drawer, you have a copy of the contents of your personnel file. It contains duplicates of your application, training taken, awards received, etc. Are these records worth keeping? □ Yes □ No Quiz #2
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Editor's Notes

  1. ERM- Washington State Archives
  2. ERM- Washington State Archives
  3. ERM- Washington State Archives
  4. ERM- Washington State Archives
  5. http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
  6. http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
  7. http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
  8. http://www.secstate.wa.gov/archives When test is completed by participants – review answers.
  9. ERM- Washington State Archives
  10. http://www.secstate.wa.gov/archives All public records are required to be maintained and disposed of by state agencies in accordance with the provisions of chapter 40.14 RCW (the Preservation and Destruction of Public Records) as stated in the State Government Agencies General Retention Schedule. A retention schedule (general records schedule/records retention schedule) is a document that identifies and describes an organization's records, usually at the series level, and provides instructions for the disposition of records throughout their life cycle.
  11. ERM- Washington State Archives