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TERM & BASIC CONCEPT OF RECORDS MANAGEMENT

IMD 254: Foundation of Records Management. TERM & BASIC CONCEPT OF RECORDS MANAGEMENT. by; Rohayu Ahmad. RECORDS MANAGEMENT.

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TERM & BASIC CONCEPT OF RECORDS MANAGEMENT

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  1. IMD 254: Foundation of Records Management TERM & BASIC CONCEPT OF RECORDS MANAGEMENT by; Rohayu Ahmad

  2. RECORDS MANAGEMENT • The systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage and retrieval to their ultimate disposition. • Area of general administration management concerned with achieving economy and efficiency in the creation, maintenance, use and disposition of the records of an organizations throughout their entire life cycle and in making the information they contain available in support of the business of the organizations.

  3. In the nutshell, Records Management controls the creation, maintenance, use and disposition of records so that the right records are provided to the right person at the right time.

  4. Terms in Records Management Area Data Representation of information in a formalized manner suitable for communication, interpretation and processing, generally by a computer system. Raw data refers to unprocessed data. Information Information is something that can lead to knowledge regardless of the medium of its conveyance to one or more persons. Information will give meaning to the receiver.

  5. Document A medium through which information is imprinted for conveyance to one or more than one person. In a paper based records management system, a document is usually defined as the smallest unit for filing. It can also refer to other non-paper based items, such as computer files.

  6. Records Recorded information in a form of document regardless of form or medium made or received by an organization and that is useful in the operation of the organization. It provides evidence of a business transaction. Thus a record is a document with evidentiary value. Records can be, among others: • Microfilm • Disk • Manuscript • Tape • Film • Forms • Circulars   • Reports • Posters • Certificates • Files • Signs

  7. Sources: Arkib Negara Malaysia

  8. Public records Records created or received and maintained in any public sector agency. Private records Records created, received and maintained by non-governmental organizations, families or individuals relating to their private and public affairs. Evidence An indication, sign, testimony, in support of a conclusion.

  9. Records center  The records center is a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal. Archives Records usually but not necessarily non-current records, of enduring value selected for permanent preservation. Archives will normally be preserved in an archival repository. Archival repository A building or part of a building in which archives are preserved and made available for consultation also known as an archives.

  10. FUNCTIONS OF THE RECORDS • In pressing for claims due to a person. • To show that someone is responsible for a particular • action. • To tell us the story of what has happened in the past. • To boost the corporate image of a particular firm by showing the success in its long past. • To tell us of our past mistakes and provides continuity in charting our future. • In decision-making. • To make tasks efficient and economy.

  11. CREATORS AND USERS OF RECORDS • Government and private sectors created and used records on a daily basis to: • Document actions • Confirm decisions • Identify rights • Implement responsibilities • Communicate information

  12. Government use records for wide-ranging purposes: • Documenting the work of employees. • Confirming pensions, leave and health benefits. • Confirming or reviewing policies and procedures. • Confirming citizens rights such as benefits or land ownership. • Providing information about past actions or decisions.

  13. Why records need to be managed? • Reduce the volume of records. • Improve storage and retrieval systems • Increase efficiency of records processing. • Identify and protect vital records • Meet legal requirements • Protect the organizations, customers, personnel, • and stockholders, etc. • Improve productivity. • Cut cost. • Improve profits

  14. Goals of Records Management • To create the right information and records. • To make records available for the right individuals. • To ensure records are created and maintained in appropriate formats. • To ensure records are available at the right times and at the • right places. • To ensure records are managed efficiently and at low cost. • To ensure the right records are used in making decisions. • To ensure records with value are transferred to the archives and • those without value are eliminated.

  15. Value of records •  Administrative value • Fiscal value • Legal value • Informational value • Evidential value.

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