Overview on Records Management
What are records?
A record is a document or other electronic or physical entity in an organization that serves as evidence of an activity or transaction performed by the organization and that requires retention for some time period.
Record can be a :
Legal Document. Contracts Certificates Accounts Document Physical Object like file, folder, CD, Video tapes Etc.
Record can be a :
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Legal Document.
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Contracts
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Certificates
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Accounts Document
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Physical Object like file, folder, CD, Video tapes Etc.
Why Records Management?
Records management is a process of ensuring the proper creation, maintenance, use and disposal of records to achieve efficient, transparent and accountable governance
Lifecycle of records
Creation: The first phase of the Records Life Cycle involves records being created, collected or received through the daily transactions.
Maintenance & Use: The next phase of the life cycle is the maintenance and use of the record. This can include filing, retrieving, use, duplication, printing, dissemination, release or exchange of the information in the record.
Disposition: At the disposition phase records are assessed to determine their retention value using General Disposal Schedules or Records Disposal Schedules. This leads to either the preservation or destruction of the record.
Preservation: When a record has been determined to be of permanent value to the Agency and/or Community then it is permanently archived
Temporary Storage & Destruction: If a record still has ongoing value to the Agency it will be temporarily stored either onsite at the Agency or offsite with an Approved Service Provider such as Recall. When the retention date of these records is reached, permission will be sought from the Agency and State Records for their destruction.
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