The object of proper files management is to be able to find the record you need quickly and economically, regardless of its format. This definition is taken from the british standard dealing with records management. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. 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. In this case, records are maintained in an electronic format and are stored on network servers.
In this interactive object, learners read an overview of records management and then classify records as vital, important, useful, or nonessential in a draganddrop exercise. It was adopted in more than 50 countries and translated to over 15 languages. Nara records management key terms and acronyms 6 k ey t erm d efinition federal enterprise architecture fea the enterprise architecture of a federal government. Iso 15489 information and documentation records management part 1 section 3. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. The statutory definition of records 44 united states code 3301 is. Electronic records that meet the definition of a public record must be managed and made. Read through each example below and determine if it is a record, nonrecord or personal paper. In contrast, the methodology of records management is contextdriven. Any copy of a controlled document that exists outside of the edms is by definition an uncontrolled document. These records include, but are not limited to, admissions files, academic transcripts, financial records, human resource records, email, and web page files. 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. There are the four criteria in the definition pertaining to whether the recorded information is a record.
Any document created or received in the course of business. Ensuring compliance with federal laws and regulations on. Records storage and document management record nations. Identify what is to be destroyed and how by using retention schedule.
Records management for storage, contact the records manager. 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. Where there are areas of common interest across a number of departments, the records management office will take the lead, with appropriate departmental consultation, and produce generic highlevel guidance for recordkeeping and. 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. Our files management planning manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available. Document that memorializes and provides objective evidence of activities performed, events occurred, results achieved, or statements made. Controlled documents are accessed through the electronic document management system according to.
Records although the definition of record varies by locale, jurisdiction, industry, organization and the context in which it is used, the most widely accepted definition for the term is contained in iso 15489, the international standard for records management practices. Records management is the system used to control an organizations records from the creation of the record until the record is archived or destroyed. Ensuring compliance with federal laws and regulations on the creation, maintenance and preservation of official records. Note that definitions are specific to the smithsonian institution. Records management and document management information document management is a broad subject we wanted to devote an entire section that explains some of the higherlevel concepts related to record storage, legal implications of records storage, and some additional resources you can use to understand rim better. Records management is the exercise of physical and intellectual control over records to ensure their integrity in support of an organizations accountabilities and actions. File format guidelines for management and longterm retention of electronic records page 1 pdf archival more commonly known as pdf a is an international standard developed by the association for information and image. Jefferson lab complies with the doe records schedules and the national archives and records administrations general records schedule. Pdf on nov 22, 20, alwi mohd yunus and others published the records management. The records management function should be comprehensive in terms of.
Good records management practices government records service. Glossary of records and archival terminology published by the society of. The pdfa standards are developed and maintained by a working. More modern usage tends to refer to the entire lifecycle of. The seven attributes of an effective records management. Unstructured electronic records see definition will either be maintained. Electronic records and records management practices. Apr 14, 2017 glossary of records management terms a.
Records management issued by the lord chancellor under section 46 of the freedom. Transfer instructions for permanent electronic records in pdf. Understanding records management archives and records. The complex characteristics of electronic records, and the rapid changes in the hardware and software used to access them, make. Department of the air force records management program. Enterprise content management functional capabilities as depicted in figure 1, rm is an integral part of an ecm strategy that incorporates the preservation and archiving of information. Document and records management procedure is to ensure that documents and records are appropriately created, captured, accessed, managed and stored in a manner that reflects business, corporate and regulatory compliance requirements. Incorporating electronic records management objectives, responsibilities, and. Pdf is a priority electronic records format identified by nara and partner agencies as part of the electronic records management erm initiative, one of the twentyfour egov initiatives under the presidents management agenda. Records and information management powerpoint presentation. Records are createdreceived by an organization in routine transaction of its business or in pursuance of its legal obligations. The benefits of records management to the don include. Specifically, nsfs corrective action plan for records management, submitted to congress, discussed the date december 2015 by which the agency will complete, and then report to nara on its progress toward managing permanent and temporary email records in an electronic format. Records management in sharepoint server microsoft docs.
Ministries and agencies establish physical control by ensuring records are identified, documented, located, retrieved, and protected from loss. Controlled documents are accessed through the electronic document management system according to work instruction. The format you choose will affect your longterm records management abilities. Even with the use of electronic data storage, there remains. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management. Records management rm is the supervision and administration of digital or paper records, regardless of format. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. Iso 15489 definitions of records management in the past, records management was sometimes used to refer only to the management of records which were no longer in everyday use but still needed to be kept semicurrent or inactive records, often stored in basements or offsite. Records are a basic tool of government administration. Many guidance documents have addressed aspects of the records management process.
Legal framework for more information on the legal framework you must consider when developing a file format policy refer to the legal framework chapter of these guidelines and the minnesota state archives preserving and disposing of government records. A record series is a group of records or documents. An organizational definition of a record baomans blog. Document control and records management process description. This is a short definition that could be found in a policy statement. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. Records managers care more about document types insurance records, employment applications etc. The pdfa standards are developed and maintained by a working group. University archives collections university archives. A record can be a tangible paper object or it can be in electronic form. Records can be kept on financial, medical and emails among hundreds of types of records.
This part of iso 15489 describes concepts and principles relating to the following. Proper records retention and disposition of ed records in all formats. Mar 01, 2018 records management in sharepoint server. These are not formal definitions, but rather an explanation of the terms as generally used in nara training material. Files management planning records management services. A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records, including vital records. This procedure applies to all insert company name documentation and records. The records analysis section provides you, our client, the following support. Records management is 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. Records management is the systematic control of records throughout their life cycle. Record, 63g210322a because the government records access and management act grama as well as the public record management act prma are about records, an understanding of what is meant by the term record, is fundamental. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. It provides a common approach for the integration of strategic, business, and technology management as part of organization design and performance improvement.
Nara records management key terms and acronyms 1 nara records management key terms and acronyms the following is a list of key terms and acronyms used in naras core records management training. Records management provides a formal structure for implementing federal requirements for recorded information, regardless of media. Electronic records management guidelines, file formats. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Document management electronic document file format for longterm preservation. Requirements for records management compliance by doe contractors is set forth in the contractor requirements document crd in doe o 243. It says what a record is and what a record is not at this particular organization. The seven attributes of an effective records management program.
A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for. The document management process consists of document creation, document control and records management. National aeronautics and space administration research and development records. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. All who work with government records should readily understand the following definitions. Records management is primarily concerned with the evidence of an organizations activities, and is usually applied according to the value of the records rather than their physical format. Records management glossary province of british columbia.
The difference between document and records management. In the world of records storage you are always walking a fine line between retaining the wrong information and destroying required documents. Records management is a systematic, organized, planned and controlled process of managing or tracking the life cycle of records. File format guidelines for management and longterm retention. As a result, retention schedules are the catalyst for records related activity, as different types of records must be kept for. 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. Inspection reports are published below by year and are in pdf format. Iso 15489 records management, the first global standard for records management, was published in 2001. The electronic document management system edms is the source for controlled documents. Records management by judith readsmith, managing the crowd. The solution in its entirety is beyond the scope of this article, but there are records management services all across the country that are experts in this very delicate matter. As a result, retention schedules are the catalyst for recordsrelated activity, as different types of records must be kept for. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management.
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