The louisiana state archives records management handbook. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. Records managers can assess the effectiveness of their programs by the presence or absence of these attributes. Benefits of records management include more effective management of your. This document outlines the primary steps to follow to establish and maintain a records management program for your unit. Effective records management is much more than just a filing and storage system. Records management is most successful when these connections are recognised in internal arrangements. The records management policy serves as the basis for the entire program, is your programs primary governance instrument and provides employees guidance. A solid records management program is critical in keeping your companys files organized, accessible, and secure.
This manual provides guidelines and procedures for the proper administration of a records management program. Information and documentation records management published by the. The records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Key components to a records management program record. As referenced earlier, records management, by its very definition, illustrates that a records management program is a combination of elements, that once combined and integrated, make up a records management program. This back to basics compliance session covers the fundamentals of recordkeeping obligations, issues. Key components to a records management program record nations. This instruction also establishes responsibilities for the department of the navy don records management rm program per references b through i.
The information you provide will be used by arms to followup with office to. Simple random sampling was used to select a sample size of 30 respondents. In this step the stored records in the past are used for planning, organized, deciding, and preparation of accounts and so on. Disposal of records it is the fourth and last stage of record management. Use of records it is the third stage of record management.
Print a paper copy and file it in the corresponding folder within your command or activitys record management system store within a dod 5015. A records management program is a formal document required under section 16 of the territory records act 2002. Records management program the federal records act 44 u. The records analysis section provides you, our client, the following support. Records management and appraisal rma program california. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records. Establish your organizations records management policies and procedures. The series is intended for local officials, with limited resources, who lack formal records management or archival training but who have custodial responsibility for records. The purpose of records management in an organization, the records life cycle in an organization and electronic records management were thoroughly explored. Records management by judith readsmith, managing the crowd.
Course information goal the goal of this training is to provide an overview of the don records management program, and to emphasize your legal responsibility to actively support the creation, use and management, and preservation of federal records. This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. This records management handbook supplements the information in sam. Revisions were made throughout andmajor changes were made to the disposition schedules for don records contained in part iii. Records provide information for planning and decision making, form the. The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. The new york state archives has identified seven such attributes of an effective records management program. 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.
The start of any good records management program, whether one is going to develop their own records retention schedule or as the case here at osu where one is applying existing retention schedules, one has to know what records they have and are responsible for. The state records management act government code sections 1227012279 directs californias secretary of state to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. Elements of a records management program lorman education. This tool is aimed at evaluating the quality of an information and records management programme in any united nations office. To facilitate eds transition to full electronic recordkeeping as the foundation of an electronic records management program in. Department of the navy records management program records management manual published by. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information.
A records management program outlines the when what and where of records maintenance, and specifies processes and procedures for the transfer and disposition. The records management should be effective and successful. The specific objectives of the records management program are. Pdf service improvement strategy for records management. Basics of records management florida state capitol. The key to the system can be the records manager, the professional responsible for records management within an organization. These local governments include townships, villages, cities. Creating an effective records management and retention program b2bc track tuesday, may 22 3. The key elements of a records management program are the records inventory and retention schedule. Sep 10, 20 the following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. Regular and systematic disposition of records according to a state archives retention schedule provides evidence that records which no longer exist were not. Creating a records management program from scratch can take some time and dedication to get right, but continually managing your records shouldnt be a tedious task. A record can be a tangible paper object or it can be in electronic form. Ultimately, records management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that nonessential records are discarded in a timely manner according to established guidelines and identified legislation.
Any agency employee or contractor with responsibilities over a particular set of records is a records custodian. All other forms of this same subject are obsolete to be used by the navy. The policy and procedures must detail how an agency will ensure that proper and adequate records of its business activities will be. Records management provides a formal structure for implementing federal requirements for recorded information, regardless of media. The seven attributes of an effective records management. That person or persons is usually the expert in the records lifecycle and in how to maintain and protect privacy and data. To this end one conducts a records inventory, that is a complete and accurate listing of their. Act as the offices liaison with the bcps records management program. Records are a basic tool of government administration. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle.
To outline the procedures for records management for the agency. A records management system rms is an agencywide system that provides for the storage, retrieval, retention, manipulation, archiving, and viewing of information, records, documents, or files. A records custodian must keep the rmo and the records contact informed of any issues regarding the records in their custody. Records management is the law not just good business practice. The office records liaison and hisher alternate have the following responsibilities. The doi records program is leading a strategic effort to streamline records management, including electronic records management, across the department. An effective records management program has certain characteristics or attributes.
This instruction substantially revises secnavinst 5210. Beginning a proper records management program does not need to be daunting. The records management program is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records required in the operation of a state agency. Rm includes everything from the creation of a record to its disposal. Records contacts assist the rmo in implementing an offices records management program. A good records management program will ensure the proper handling of our official records and the timely destruction of unofficial documents. Records management programme evaluation tool this tool is aimed at evaluating the quality of an information and records management programme in any united nations office. Apr 29, 2008 records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Creating an effective records management and retention.
For the marine corps, functional area checklist 5210, records, reports, and directives management programs, is. 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. Many guidance documents have addressed aspects of the records management process. Requirements for records management compliance by doe contractors is set forth in the contractor requirements document crd in doe o 243. Properly managing your records includes following the life of the file from the moment they are created to the the point of disposition. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. The policy should be endorsed at the highest decisionmaking level. It connects to functions such as management of personal information for compliance with the data protection act, information security, and information assurance. Good records management practices government records service. A 10step records management plan for your unit university. The records management program o ffice works closely with the doe senior agency official sao for records, who is the chief information officer. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management. Records management controls official records from the time they are created or received until they are either destroyed or archived.
This manual implements the policy set forth in reference a and. This manual provides guidelines and procedures for the proper administration of. Through the departmental records officerdro, the records management program office reports to the secretary every year on the status of records management in doe. An organized records management system increases the efficiency of office operations. This course raises an awareness of risk situations and provides managers with the deci. This course covers the fundamentals of risk management and cost benefit analysis and how they relate to maintaining a viable records management program. Assist in developing and maintaining an accurate record survey. The records management and appraisal rma unit within the california. Provides records management training, as required, to educate dod personnel.
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. For which, the records management should be based on certain fundamental principles. Nonrecords are not covered by this records management policy and therefore do not need to be retained, stored, disposed of or destroyed in accordance with procedures create under this policy and state law. The purpose for which records are maintained should be justifiable. The document management process consists of document creation, document control and records management. There is no need of keeping all information on the ground that they may be useful in future. To facilitate eds transition to full electronic recordkeeping as the foundation. Is your records management focal points in contact with arms and is aware of the guidance, assistance, and records management policies, and procedures available on arms website. This session is designed for compliance professionals who are new to the financial services industry.
They are making every effort to gain the knowledge necessary to help the system be effective. Records can be kept on financial, medical and emails among hundreds of types of records. To facilitate eds transition to full electronic recordkeeping as the foundation of an electronic records management program in compliance with the provisions of the presidential memorandum dated november 28, 2011. Benefits of establishing and maintaining a records management program establishing and maintaining an effective records management program is a business solution. Pdf a framework for a records management programme. The seven attributes of an effective records management program. An overcomplicated program can lead to neglect and cutting corners which is a recipe for disaster in the long term. Document control and records management process description.
Only the site identified in a site specific schedule may use it, unless permission has been granted by the doe records management. Authority and procedures for records disposition program i1. This multiyear initiative, now in planning stages, is designed to facilitate document searches and retrieval, records markings for special handling, improved access to vital records, and. Pdf an effective and efficient records management programme is essential for the governance of any organisation. 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.
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