ELEC 1 - RECORD MANAGEMENT
Record Management
It is the application of the systematic
and scientific control of recorded
information required in the operation
of the agency’s transactions.
It involves the following:
• Creation
• Storage
• Use
• Retrieval
• Transmission
• Protection
• Retention
• Preservation
• Maintenance
• Disposition of
Record
Basic Functions of Records Management
1. Programs the record’s life cycle
2. Ensures improved quality of information dissemination
3. Aids the top management in it’s functions
4. Maintains and adopt effective techniques in controlling
forms, reports, correspondence and related paper work
operations.
5. Maintains functional retention and storage areas for
documents under custody.
Flow of a Functional Records Management
System
1. Records originate internally/externally from mail,
word processing systems, electronic mail, fax
transmission and other related means.
2. Records are transmitted to offices, divisions, units,
sections and departments for action or information.
3. Records are files in a system and equipment which will
provide quick access and effective control of records at all
times.
4. Records are properly and systematically appraised to
determine their value for the purpose of establishing a
retention schedule to indicate how long the specified records
are to remain in active status and which records are to be
segregated on its inactive status.
5. Records to be transferred should be properly documented
for easy access and retrieval
6. Records are to be checked at the Records Management
Office to be recommended for disposal when no longer
needed.
7. Records are destroyed and disposed in accordance with the
existing rules and regulations set by the authorized agency of
the government.
Purposes of Records Management
• To create records necessary for the efficient and successful
operation of the organization.
• To provide records when requested and to retain them as long as
needed
• To save records needed for the continuous operation of the
organization and to dispose those that are no longer needed.
Concepts of Records Management
1. Filing Concept- “Filing” is the placing of records into proper
containers for the easy and quick retrieval.
2. Records Retention Concept- A concept of records
management that considers the following:
a. Filed material as necessary piece of information
b. Integration of files in an organization-wide basis
c. Makes essential information easily accessible
d. Early disposal of worthless/valueless paper
e. Facilitates control of forms
3. Paper Work Management Concept- Paperwork
signifies a very broad area of paper handling. It
concerns with the movement of records from receipt to
storage until the final disposal.
4. Records Control Activities Concept - This
concept concerns almost all phases of office
activities as part of the records management
functions.
Phases of Records Management
1. Records Creation - the act of bringing the records into
existence to appropriately document the agency’s functions,
policies and procedures, decisions and essential transactions in
the operation of the agency.
2. Records Maintenance and Use - is the process of records
management that includes systematic handling, arrangement of
written materials in a functional filing sequence and the selection of
an appropriate type of filing dockets and storage equipment.
3. Records Disposition - is the systematic transfer of non-current
records from an office to any records storage area, the identification
and preservation of permanent records and the disposal of valueless
records
RECORDS LIFE CYCLE DIAGRAM
