This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. Nationwide records management training describes nara records management training available nationwide. Many records management programs manage existing records well. Records management and accountability versus corruption, fraud and maladministration records management journal 10 2000. A professional staff provides technical assistance to agencies in files and records management, vital records protection, micrographics, and archival preservation. This can lead to redundant records, lack of clearly identified official copies, and insufficient records for audits or litigation. Archives and records management united nations economic.
The framework provides tools that both professions can use to manage each stage of the records lifecycle, as well as model rules for the retention of records. This has prompted many leaders in records management and archives to urge cooperation between the two professions, as both need to be involved in the management and administration of electronic records. To this end, it provides a range of services to smithsonian staff, including. The role of the national archives and records service of. Managing digital records without an electronic records. With more than 12 billion pages of textual materials.
All university administrative offices must work with the university archives to ensure. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. First, the considerations that should be borne in mind in ascertaining values in records cannot be. Managing digital records without an electronic record management system last updated june 2010 page 5 of 58 retention of a corporate memory of transactions, decisions and actions taken by, or on behalf of, the organisation protection of the rights and interests of the organisation and others who the organisation retains records about. The certificate of advanced study in archives and records management is an 18 credit program offered as part of the mslis or as a separate postmasters certificate. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities.
Recordkeeping may also help in the attainment of the renowned united. Table of contents foreword introduction evidential values informational values conclusions footnotes by t. The seven attributes of an effective records management. Records and information management the management of information is planned an organizations business planning processes require both strategic and operational records and information management planning. We encourage the community to submit its proposals, but we would also encourage you to reach out to librarians, museum professionals, data. Part v local government records and access to archives part vigives financial provisions part viigives general issues regarding annual report, regulations, power of minister to amend schedules and repeal.
Find alternative short courses overview programme outline key facts admission requirements fees and funding student visa work permit. Records and archives legal and policy frameworks in uganda. Considering the statement below, discuss the differences andor similarities between records management and archives. Pdf portable document format allows a special facility. The smithsonian institution archives ensures the preservation of the permanent, official records of the smithsonian institution, and the proper disposition of records with limited or shortterm value. Records management smithsonian institution archives. The certificate program covers content areas included in certification examinations administered by the academy of certified archivists aca and the institute of certified management icrm.
This certificate is available both facetoface and online. Instant messages im the exchange of messages between two or more people in realtime through the use of a specialized software application e. The first step in records management is to understand what is a record. We would like advise our fellow professionals to consider annual formulation and adoption of your records management strategy, which in turn will assist you to focus on your daily operational goals and objectives via all the applicable. Records management rm national archives of india govt. Welcome to the records management training resource page. Principles of records and archives archive records. October is american archives month and today is electronic records day. Records related to meetings for specific purposes should. Archives and records management resources national archives. Aug 15, 2016 table of contents foreword introduction evidential values informational values conclusions footnotes by t. The general definition of a record is established under wis. Archives and records management records management center 1919 west jefferson street phoenix, arizona 85009 home page. University archives collections university archives.
The purpose of this module is to equip students with a firm theoretical foundation of the best practices regarding the care of electronic records, essential for the management of information in contemporary society. Naras erm initiative provides a policy framework and guidance for electronic records management applicable governmentwide. Examines problems with archives and records management in africa. The services include a record center that provides low. Once the records have reached their retention date, the records may be deleted. Rm is therefore an important common function of bureaux and. University archives and records management services. Introduction to archives and records management society of. Schellenberg bulletins of the national archives number 8 october 1956 conclusions several general observations may now be made regarding the appraisal of modern public records, to wit.
Oct 09, 2016 in order to meet the challenges presented by these records, we must continue our work to develop more capabilitiesto improve our ability to search our records, to support the management of our digital content to make sure it remains accessible over time, and to deploy tools to help us reduce the backlog of electronic records requiring access. The global shift towards delivering services online requires organizations. A training programme international records management trust. Despite the efforts made by the government, the state of records management in the country still remains a challenge due to lack of standardised practices and procedures. Records management is the process of identifying and protecting evidence, which comes in the form of records. Records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records iso 15489 1. General editor michael roper has had a wide range of experience in the management of records and archives. Electronic records management handbook full version pdf electronic records advice for records managers. Were celebrating the work of archivists and the importance of archives with a series of blog posts about the electronic records.
They are contemporary records created by individuals and organisations as they go about their business and therefore provide a direct window on past events. Records management rm national archives of india, the national archives of india is the custodian of the records of enduring value of the government of india. The global shift towards delivering services online requires organizations to evolve from using traditional paper files and storage to more modern. Records management by judith readsmith, managing the crowd. A lifecycle management approach is adopted sound principles for the management of recorded information are based on the life. This course is an introduction to the basic theories, methodologies, and most significant problems relating to the management of records and especially archival records. The basic unit used in all discussions of records management and all records retention and disposi tion schedules is the record series. Records management for storage, contact the records manager.
International records management trust to support the development of records management through technical and capacitybuilding projects and through research and education projects. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. Records management role meet with department coordinators for implementation of countywide program prepare records management policies, procedures, and program documents for board approval explore enterprise compliance solutions to assist in managing records initiate pilot program at rrcc oversee records management and archives intranet. 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.
The records management advice provided by national archives to government departments is important, since recordkeeping facilitates effective management of recorded information throughout its life cycle, and may lead to both sociopolitical and economic development. A comparative investigation of local government and high street sectors library and information research 312007. Public records are any documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic dataprocessing records. All administrators and staff at the university, including those members of the faculty who may possess university records relating to administrative duties, must observe the following. Archives and records management in developing countries. 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.
Naras erm initiative is intended to promote effective management and access. To some, archive means saving just about everything. Records pertaining to arms planning of a general nature. Records box preparation and transfer form this is the records transfer form and box preparation checklist. Good records management rm not only helps protect records but also enhances an organisations operational efficiency while minimising costs. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Records management manual 5 this manual provides records management rules, procedures and guidelines for all staff members at unescos secretariat. A training programme international records management. The archives and records management arm services address the management of administrative records, vital information of the commission and ensures that information related to the conduct of the commissions official business is properly captured, documented, preserved and archived as evidence of the transactions of such businesses. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. Archives and records management, certificate online. This content was copied from view the original, and get the alreadycompleted solution here. In addition, nara can provide powerpoint presentations that can be used by the agency to raise awareness about records management in general and electronic recordkeeping in particular.
Retention and disposition vocabulary record series a group of related records disposition instructions for how long you must keep a records series and how to dispose of it record copy a record held by an office that is the official keeper of that record for the university. Understanding records management archives and records. The archives and records management division operates the city of portland archives and records center, making city administrative and historical records accessible to the public and city employees for research and inspection in accordance with oregons public records laws. They have been provided here as a resource for sfu staff. As a consequence, there is need to develop a records management policy to address the challenges. The challenges of electronic records pieces of history. It is a manual or automated information system having the necessary. National archives and the effective management of public. The guiding principle of records management is to ensure that information is available when and where it is needed, in an organised and efficient manner, and in a suitably maintained environment. The national archives and records administration nara is the managing partner for the erm egov initiative. 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.
Policies and procedures regarding access restrictions are developed and in use. The national records and archives act, 2001 provides for the rationalisation of the management of all government and other public records and archives under the supervision of one single body that is the agency. Publications crossroads clearinghouse local government records management technical bulletins nagara and the international institute of municipal clerks iimc recently released a series of archives and records administration bulletins with support from a grant from nhprc to the municipal clerks education foundation mcef, a nonprofit partner of iimc whose mission is to. Agency for the management of public records and archives. The records management program offers three workshops for administrative and clerical staff at sfu. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Established on 11 march, 1891 at calcutta kolkata as the imperial record department, it is the biggest archival repository in south asia. A record series is a group of records or documents. Archivists and records managers share a common interest in managing the records lifecycle and this framework unites approaches to records retention from archival and records management. Records may be stored in the docushare document management system with applicable permissions applied to records. Todays post comes from sam mcclure, electronic records program officer in the office of the archivist. The records management manual will serve as a starting point for records management at ubc, and employees are encouraged to use the tools being developed by the university archives, including the records management manual and the records retention schedules. Archives and records management education and training in. The seven attributes of an effective records management program.
First, the considerations that should be borne in mind in ascertaining values in records. Introduction to archives and records management society. The purpose of this policy is to promote records and archives management to. Handbook on records management practices and guidelines. Part 2 provides implementation guidelines, a methodology and an overview of the. Essential records, sometimes called vital records, are those records necessary for the continuity and or resumption of operations of an organization during and following a disaster. The seven attributes of an effective records management program 5 subject matter lists to meet freedom of information law foil requirements are prepared and used. The ica abu dhabi 2020 congress, empowering knowledge societies, will be an opportunity for the profession from all over the world to share innovative ideas and research and for colleagues from allied and other professions to join us at this important event. Electronic records resources california secretary of state. Publications crossroads clearinghouse local government records management technical bulletins nagara and the international institute of municipal clerks iimc recently released a series of archives and records administration bulletins with support from a grant from nhprc to the municipal clerks education foundation mcef, a nonprofit partner of iimc whose mission is to train municipal. Archives and records management international council on.
Document the organization, functions, policies, decisions, procedures, and essential transactions of projects and research at lawrence. Archives and records management, certificate online long. Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Because all types of institutions create and maintain records, there are career opportunities. Unfortunately, records management often is not effective during the time that records are being created. It has been discovered that amathole district municipality has a good records management policy, procedure manual and file plan, but adherence to these. The division sets record retention and preservation policies and. Archives are the documentary byproduct of human activity retained for their longterm value. Archives and records management is a comprehensive intoduction to the complex field of records management. Many of these aids provide helpful recordkeeping tips and outline best practices.
Chapter 9 records management revised april 18, 2006 what is the purpose of records management. The alphabetic filing rules are included, along with methods of storing and retrieving alphabetic subject, numeric and geographic records. Good records management practices government records service. When each item is checked off, the form is ready to be sent to the county records center. Faculty of commerce law and management graduate school of public and development management the role of the national archives and records service of south africa in the young democracy by masimba yuba 597690 a research report submitted to the faculty of commerce, law and management, university of the witwatersrand, in fulfilment. Web sites the software used to maintain the sites, the content on the sites, records concerning management of the site, and backend systems that are not covered by other schedules. Pickup and delivery service in the juneau area is also provided by the records center staff.