University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way that fits with our operational needs and our legal responsibilities. Records pertaining to the construction and maintenance of university buildings and grounds. Every laboratory employee has responsibilities for laboratory 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. It defines records and archives and outlines the purpose and nature of managing them. To ensure compliance with the implementing regulations for records management. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. It is intended to assist agencies to develop a strategic approach to records and information management, and introduces some key concepts to promote a culture where agencies value their corporate information as a business asset.
But that involves much more than the traditional regulators enforcement role. Risk management by aligning the records management and risk management programs across the agency, both business risks and recordkeeping risks will be consistently identified and addressed. Basics of records management florida state capitol. It is intended to assist agencies to develop a strategic approach to records and information. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series.
Overview page 8 of 34 the records management program must align with agency processes for. Guidelines and functional requirements for electronic records management systems. The seven attributes of an effective records management. Apply knowledge of key aspects of records management practice in various contexts. Accountability, transparency, integrity, protection, compliance, accessibility, retention and disposition. Schellenberg staff information paper number 18 1951 note on web version introduction. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition.
Ensure that records can be read in an unencrypted form, with appropriate contextual information. Explain records management principles, processes, and terminology. The universitys central administrative offices based on offices of the cabinet include. Handbook on records management practices and guidelines. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Records management by judith readsmith, managing the crowd. Just when you think youre paddling in the right direction, a wave of legislation sends you reeling. Current document withdrawn a number of new projects in progress. Floridas public records law is one of the most open public records laws in the country, and is a model for other states. Records management is rarely smooth sailing it can often feel like youre a tiny vessel in the middle of a sea of legislation. If the records are maintained in the light of the principle of purpose, there may be many records which have no purpose and should not be preserved at all. Generally accepted record keeping principles uw archives and. Iso 15489 records management principles and concepts establishes the core concepts and principles for the creation, capture and management of records. The purpose for which records are maintained should be justifiable.
While maintaining the record, the purpose of record keeping should be clear. Understand basic management principles applying to individuals, small and large organizations grasp the basics of management functions appreciate the ideal characteristics of a good manager see the importance of knowledge of self when viewing management skills recognize professional skills required of managers. General editor michael roper has had a wide range of experience in the management of records and archives. A training programme the management of public sector records.
Define records and archives archives administration describe the role of archivist and records manager in an organization critically discuss the various principles of archives and records care. To underpin the efficient and effective management of records in an erks, this handbook handbook has been developed to a prescribe rm principles and best practices to manage aggregations i. Transparency university departmentunits should document their records management processes in how they manage their records. For which, the records management should be based on certain fundamental principles.
A clear and actionable records management strategy should be at the heart of your organisations records and information architecture, processes and procedures. This paper has examined applicable theories on the records and archives management ram in an attempt to use empirical results and findings to explain the ram practices. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. The importance of creating and keeping records in the age. Article pdf available in records management journal 93. Records are a basic tool of government administration. The principles generally accepted recordkeeping principles constitute a widely leveraged global standard that identifies the critical hallmarks and a highlevel framework of good practices for records management, records and information management rim, and information management programs.
Jan 05, 2015 records management covers the management of records regardless of age, form and medium to meet the needs of private and public sector organization and the wider society as well as the research community. Principles and objectives of records management the records management should be effective and successful. It should be based on thorough research of appropriate policies and standards and audited regularly. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. The notsorecent focus on information governance has generated a renewed interest in records management. In this course we will introduce you to the fundamentals of records management and end with the development of a file plan which is the foundation of a well structured records management program.
Principles of records management online course open. Aug 15, 2016 archives and records management resources. In the absence of a records management briefing or lack of provided related documentation, resources such as the records management handbook and other guidance products are available for reference at the. Principles of record management inclues principle of purpose, principle of verification, principle of classification, principle of reasonable cost, principle of elasticity, principle of retention of records, and principle of availability. Uwmadison libraries uw archives and records management. Concepts and principles for the management of electronic records, or records management theory is archival diplomatics. Classification ensures systematic organization of documents and facilitates information retrieval. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records. Records management terms used in the generally accepted recordkeeping principles information governance maturity model are defined in the glossary of records and information management terms, 3rd editionarma international, 2007.
A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. This records management manual provides university offices with procedures based on best practices for the management of university records. Principles and to manage records and information a ssets in accordance w ith them. A principles of records management 1 b best practice principles for naming and filing electronic records 3 c iaas responsibilities 5 d physical security of records 6 e transfer of records 7 f data protection act principles 9 g freedom of information overview 11 h toolkit 603 description 12 a principles of records management. The foundation of our records management program is the implementation of the records retention schedule that will facilitate effective recordkeeping and result in more efficient space planning. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. A training programme the international records management trust. Principles of records and archives archive records management. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic.
This topic therefore seeks to make students understand all terms related to records management and development of records management from the. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities. Get back to basics in records management and understand the clear distinctions between content management and records management. Records management professionals in designing comprehensive and effective records management programs. Records management is the process by which an agency captures and maintains evidence of and. Records management is the systematic control of records throughout their life cycle. Arma international developed and published the principles to foster general awareness of information governance standards and principles and to assist organizations in developing information management systems. Guideline 01 records management principles overview.
By setting out the principles and good practices relating to records management. Records management is the 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. The purpose of this document is to provide a framework for ensuring that full and accurate records of the business activities of. Well, management is a complete phenomenon that belongs to all and every person needs and have objectives to set, plans to make, people to handle, activities to coordinate, activities to control, goals to achieve. A principles of records management 1 c iaas responsibilities. A training programme international records management.
Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. The seven attributes of an effective records management program. It then explains the key principles governing records care and discusses. Principles of records management rm101 in this course we will introduce you to the fundamentals of records management and end with the development of a file plan which is the foundation of a well structured records management program. Records management basic principles for maine state. Principles of good administration and good records management. B best practice principles for naming and filing electronic records. Accountability a senior executive or person of comparable authority. Identify issues that impact on the ongoing management of records that document organisational activities, assess their effect, and develop relevant solutions. The records analysis section provides you, our client, the following support. Arma internationals information governance maturity model.
Disposition all university records are disposed of in accordance with their records retention policy. This guideline describes the principles of records management. Record keeping is synonymous with community living. All these activities make use of the variables and also resources from the environment, like. This staff information paper deals with the principles of arrangement of records followed in the national archives. Published by arma international in 2009 and updated in 2017, the principles are grounded. Archives and records management resources national archives. Handbook on records management practices and guidelines for. Use these principles as the discipline of your information governance program. Universitywide records management principles princeton. International records management trust to support the development of records management through technical and capacitybuilding projects and through research and education projects. 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. Do the homework to understand the value of having effective records program built on triedandtrue principles.
Principles of good administration and good records. Iso 15489 new version of iso 15489 published in 2016 information and documentation records management part 1. Records creation and records keeping is an aspect of records management. The basics of records management florida state capitol. Good records management practices government records service. The standard applies to records regardless of structure or form, in all types of business and technological environments, and over time. Principles of record management management notes tyrocity. Principles for managing records policies and responsibilities appraisal records controls processes for creating, capturing and managing records. Records management basic principles for maine state employees. The generally accepted recordkeeping principles principles constitute a generally accepted global standard that identifies the critical hallmarks and a high level framework of good practices for information governance. Principles and context international council on archives international records. 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.
This appraisal must be documented in an approved retention and disposal schedule see principle 5 dispose of records for more on records disposal. Recordkeeping, legal and ethical principles and requirements for healthconnect. Records management principles the purpose of this document is to provide a framework for ensuring that full and accurate records of the business activities of the financial conduct authority fca are managed and retained for as long as necessary to support legislative and operational requirements. Information, systems, context introduces classification, an early part of the research lifecycle. University archives collections university archives. There is no need of keeping all information on the ground that they may be useful in future.
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