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Records Management: An Introduction

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  1. Records Management: An Introduction LBSC/INFM 708X Dr. Jean Dryden 2 February 2009

  2. Records Management “Field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records” (ISO RM Standard 15489-1:2001 3.16)

  3. Life-cycle of a Record • Creation & receipt; capture into RM system • Distribution & use • Storage and maintenance • Retention and disposition

  4. Records “[Recorded] information [regardless of medium or characteristics] 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 RM Standard 15489-1:2001, 3.15 + ARMA Glossary, 2000) • “the information by-products of social or organisational activity” (Keeping Archives, 2nd ed., 1993, 469)

  5. Activity “an action or set of actions undertaken by an individual, a group of individuals or a corporate body, or by employees or agents acting on its behalf, and resulting in a definable outcome.” (Shepherd & Yeo, 2003, 2)

  6. Characteristics of Records • Content • the facts of the activity (accurate & complete) • Context • Information about the circumstances in which the record was created and used • Structure • Relationships between constituent parts of records and record-keeping systems (ISO RM Standard 15489-1:2001, 7.2.1)

  7. Characteristics of Well-Managed Records (cont.) • Authenticity • Reliability • Integrity • Usability (ISO RM Standard 15489-1:2001, 7.2.2-7.2.5)