Together they ensure that reliable evidence of actions and decisions is kept and remains available for reference and use when needed, and that the organisation benefits. It implements and provides the requirements and assigns responsibilities for creating and preserving doe records, to include the management of unique sets of records. Files management planning records management services. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. Electronic records management guidelines 1 table of contents introduction describes the legal framework guiding the development of an electronic records management strategy, and the purpose of the guidelines. Records are often created and kept because they are needed in order to conduct business, as evidence of past business, because they are required to meet legal obligations or because the community expects that they will be kept.
Records document the transactions of business, whether it is personal or corporate business. Records management is the process of identifying and protecting evidence, which comes in the form of records. University archives collections university archives. Records management 101 secretary of state of washington. Shortcomings in either practice can contribute to the downfall of the entire organization. Most department offices already have organized file arrangements or file plans in place for hard copy records. Nara records management key terms and acronyms 2 k ey t erm d efinition big bucketlarge aggregation schedule a type of flexible schedule in which disposition instructions are applied against a body of records that are grouped at a level of aggregation greater than the.
Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Glossary of records and archival terminology published by the society of. The 5 steps to starting a records management program. Whether youre a small business owner or work for global corporation, you deal with information every day you receive it, you send it, you determine whats relevant, and you make decisions, whether consciously or subconsciously, about what information to retain. Records liaison an individual who helps coordinate records management at the component level, ensuring individual offices receive guidance from the agency records officer. To determine this information, right click on the file or folder and choose properties. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government.
Note that definitions are specific to the smithsonian institution. Print a paper copy and file it in the corresponding folder within your command or activitys record management system store within a dod 5015. Records management system rms is the management of records for an organization throughout the recordslife cycle. Title 44 united states code chapter 33 defines records as all books, papers, maps, photographs, machine readable materials or other documentary materials, regardless of physical form or characteristics, made or received by an agency of the.
Additionally, r4 services provides deeply discounted shred bins to interested program units. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along. Records management in sharepoint server microsoft docs. Here is the 10step records management plan for your unit. Records management is the systematic control of records throughout their life cycle.
This is the person responsible for records management within the organization, but that person often has a team of people working together to create and maintain systems. Records are organized by directories which act as the primary classification. These are not formal definitions, but rather an explanation of the terms as generally used in nara training material. These include office or administrative records, as well as employmentrelated records of. Michigan trial court records management standards 1019 introduction 1 introduction the court, under the direction of the chief judge, has responsibility for the management of all records necessary to adequately support the business of the court. Section 7, and specifically managing email records, archival pdf images, web records, and the challenges to records management posed by web 2. Records management community of any actual, impending, or threatened unlawful removal. A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for. In this interactive object, learners read an overview of records management and then classify records as vital, important, useful, or nonessential in a draganddrop exercise. Naming and labeling files records management services. Records management 101 1 hr what should i be doing 2. The office of personnel management opm is responsible for a wide array of records that are created, received, and used by the agency for the conduct of official business.
The records analysis section provides you, our client, the following support. Records inventory and those on file servers, hard drives, and in email systems shall be. Attorney generals office records management policy june 20 page 4 records management records management is an established theory and methodology for ensuring the systematic management of all records and the information they contain throughout their lifecycle. Records management can be physical or electronic, and is frequently a combination of both. Destruction of public records document, regardless of physical form or characteristics, and including such copies. The object of proper files management is to be able to find the record you need quickly and economically, regardless of its format. Our files management planning manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available. Understanding records management archives and records. A section addressing the challenges posed by electronic discovery, foia, and the records management related changes to the federal rules of civil procedure has been added see. Determine who will be responsible and what resources will be needed. Records management for dummies cheat sheet dummies. This document has been produced to give some basic guidance to help individuals in their records management activities and draws on guidance from legislation and national regulatory guidance and standards including the.
This disposition is also restated in the directory of records database. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. Electronic records and records management practices. Records management glossary of terms this glossary provides definitions for many of the archival and records management terms found on this website. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. In practice, records management usually includes a records manager.
Volume of records hard copy records 15 of letter size documents 1. A records management system rms is an agencywide system that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files. Electronic files follow many of the same file identification and labeling guidelines as paper files. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. There are the four criteria in the definition pertaining to whether the recorded information is a record. Twice a year, the department of records management sponsors fun file days. Records can be kept on financial, medical and emails among hundreds of types of records. Document management and records management do share a common goal of business continuity. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Electronic records that meet the definition of a public record must be managed and made. File units or documents that are kept together because they relate to a particular subject or function, result from the same activity, document a specific type of transaction, take a. Through a partnership with r4 services, the department of records management provides access to offsite record storage.
A file plan lists the records in your office, and describes how they are organized and maintained file plan a classification scheme describing different types of files maintained in an office, how they are identified, where they should be stored, how they should be. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Records management covers all aspects of how we deal with information, both clinical and corporate, on a day to day basis. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Electronic records for electronic records, list the physical size of the items to be destroyed in either megabytes mb or gigabytes gb. Nara records management key terms and acronyms 1 nara records management key terms and acronyms the following is a list of key terms and acronyms used in naras core records management training. The systematic control of records throughout their life cycle.
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