They have been provided here as a resource for sfu staff. Archives and records management, certificate online long. The general definition of a record is established under wis. Records management smithsonian institution archives. 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. The alphabetic filing rules are included, along with methods of storing and retrieving alphabetic subject, numeric and geographic records. The basic unit used in all discussions of records management and all records retention and disposi tion schedules is the record series. Records and archives legal and policy frameworks in uganda. 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. Table of contents foreword introduction evidential values informational values conclusions footnotes by t. 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. Nationwide records management training describes nara records management training available nationwide. Good records management rm not only helps protect records but also enhances an organisations operational efficiency while minimising costs. The seven attributes of an effective records management.
University archives collections university archives guidelines. Archives are the documentary byproduct of human activity retained for their longterm value. Handbook on records management practices and guidelines. Rm is therefore an important common function of bureaux and.
Archives and records management international council on. 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. 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. Welcome to the records management training resource page. Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities. This content was copied from view the original, and get the alreadycompleted solution here. It is a manual or automated information system having the necessary. Instant messages im the exchange of messages between two or more people in realtime through the use of a specialized software application e. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Pdf portable document format allows a special facility. Were celebrating the work of archivists and the importance of archives with a series of blog posts about the electronic records.
Todays post comes from sam mcclure, electronic records program officer in the office of the archivist. It has been discovered that amathole district municipality has a good records management policy, procedure manual and file plan, but adherence to these. Because all types of institutions create and maintain records, there are career opportunities. Agency for the management of public records and archives.
Good records management practices government records service. 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. The challenges of electronic records pieces of history. 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. With more than 12 billion pages of textual materials. When each item is checked off, the form is ready to be sent to the county records center. 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 services include a record center that provides low. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Archives and records management is a comprehensive intoduction to the complex field of records management. Records management and accountability versus corruption, fraud and maladministration records management journal 10 2000. As a consequence, there is need to develop a records management policy to address the challenges.
Archives and records management, certificate online. 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. Every laboratory employee has responsibilities for laboratory records. A record series is a group of records or documents. This can lead to redundant records, lack of clearly identified official copies, and insufficient records for audits or litigation. First, the considerations that should be borne in mind in ascertaining values in records. Records may be stored in the docushare document management system with applicable permissions applied to records. Naras erm initiative provides a policy framework and guidance for electronic records management applicable governmentwide. Below are copies of the teaching aids for each workshop. 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. Records related to meetings for specific purposes should.
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. Find alternative short courses overview programme outline key facts admission requirements fees and funding student visa work permit. 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. Introduction to archives and records management society.
The purpose of this policy is to promote records and archives management to. 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. This certificate is available both facetoface and online. National archives and the effective management of public. 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. 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. Managing digital records without an electronic records. October is american archives month and today is electronic records day. All university administrative offices must work with the university archives to ensure. 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. 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. 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.
Aug 15, 2016 table of contents foreword introduction evidential values informational values conclusions footnotes by t. University archives collections university archives. They are contemporary records created by individuals and organisations as they go about their business and therefore provide a direct window on past events. 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. Understanding records management archives and records.
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. Policies and procedures regarding access restrictions are developed and in use. 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 office of central support services, department of management 12 june 2012 records related to processing archives, archival description, preservation strategies, and archival holdings. A training programme international records management. Naras erm initiative is intended to promote effective management and access. Records management rm national archives of india govt. The global shift towards delivering services online requires organizations. 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. The role of the national archives and records service of. 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.
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. The division sets record retention and preservation policies and. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. Recordkeeping may also help in the attainment of the renowned united. This course is an introduction to the basic theories, methodologies, and most significant problems relating to the management of records and especially archival records. Australian records management standard, part 1 of the standard comprises general information regarding records management requirements, including the characteristics of records. Once the records have reached their retention date, the records may be deleted. 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.
Public records are any documents, papers, letters, maps, books, photographs, films, sound recordings, magnetic or other tapes, electronic dataprocessing records. 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. The seven attributes of an effective records management program. 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. To some, archive means saving just about everything. University archives and records management services. A lifecycle management approach is adopted sound principles for the management of recorded information are based on the life. Introduction to archives and records management society of. Archives and records management united nations economic. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. 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. 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.
A training programme international records management trust. Established on 11 march, 1891 at calcutta kolkata as the imperial record department, it is the biggest archival repository in south asia. General editor michael roper has had a wide range of experience in the management of records and archives. Document the organization, functions, policies, decisions, procedures, and essential transactions of projects and research at lawrence. Records box preparation and transfer form this is the records transfer form and box preparation checklist.
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. The national archives and records administration nara is the managing partner for the erm egov initiative. Archives and records management resources national archives. Principles of records and archives archive 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. 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. The records management program offers three workshops for administrative and clerical staff at sfu.
Examines problems with archives and records management in africa. A professional staff provides technical assistance to agencies in files and records management, vital records protection, micrographics, and archival preservation. Records management manual 5 this manual provides records management rules, procedures and guidelines for all staff members at unescos secretariat. A comparative investigation of local government and high street sectors library and information research 312007. Records management for storage, contact the records manager.
Considering the statement below, discuss the differences andor similarities between records management and archives. We encourage the community to submit its proposals, but we would also encourage you to reach out to librarians, museum professionals, data. 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. 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. Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records.
First, the considerations that should be borne in mind in ascertaining values in records cannot be. Records management is the process of identifying and protecting evidence, which comes in the form of records. 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 by judith readsmith, managing the crowd. Electronic records management handbook full version pdf electronic records advice for records managers. Many of these aids provide helpful recordkeeping tips and outline best practices. Pickup and delivery service in the juneau area is also provided by the records center staff.
Many records management programs manage existing records well. Archives and records management in developing countries. Archives and records management records management center 1919 west jefferson street phoenix, arizona 85009 home page. 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. Records pertaining to arms planning of a general nature. Archives and records management education and training in. 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. To this end, it provides a range of services to smithsonian staff, including. 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. 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.
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