OBM247 RECORDS MANAGEMENT FOR OFFICE PROFESSIONALS

OBM247 RECORDS MANAGEMENT FOR OFFICE PROFESSIONALS

COURSE CONTENT

1.0 DEFINITION OF TERMS

2.0 THE FIELD OF RECORDS MANAGEMENT

3.0 MANAGING CURRENT RECORDS

4.0 ALPHABETIC STORAGE & RETRIEVAL

5.0 SUBJECT, NUMERIC & GEOGRAPHIC STORAGE & RETRIEVAL

6.0 RECORDS RETENTION, RETRIEVAL AND TRANSFER

Course Description

At the end of the course, students should be able to:

Comprehend the overview of Records Management and the concept of classification, and coding of records.

Explain the filing systems, records storage, and retrieval procedures in Records Management.

Discuss the phases of records in relation to the daily administrative function of an organization.

DEFINITIONS OF TERMS

DATA

Representation of information in a formalized manner suitable for communication, interpretation and processing, generally by a computer system.

Raw data refers to unprocessed data.

DEFINITIONS OF TERMS

DOCUMENT

A medium through which information is imprinted for conveyance to one or more than one person.

In a paper-based records management system, a document is usually defined as the smallest unit for filing. It can also refer to other non paper-based items such as computer files.

DEFINITIONS OF TERMS

RECORD

Recorded information usually in a form of document regardless of form or medium made or received by an organization and that is useful in the operation of the organization.

It provides evidence of a business transaction.

A record is a document with evidentiary value.

DEFINITIONS OF TERMS

KNOWLEDGE

Derives from information and experience that gives meaning and become reference in future use.

 

Knowledge is the result of manipulating and exploiting the available data, organizing and restructuring all the information from the data and transforms it into something useful.

Knowledge is something that is believed, that is true and that is reliable.

DEFINITIONS OF TERMS

PUBLIC RECORDS

Records created or received and maintained in any public sector agency.

DEFINITIONS OF TERMS

PRIVATE RECORDS

Records created or received and maintained by non-governmental organizations or individuals relating to their private and public affairs.

DEFINITIONS OF TERMS

EVIDENCE

An indication, sign, testimony in support of a conclusion and the characteristics of evidence: 

FOUR characteristic of evidence.

Permanence

Recorded information should be permanent so that it can be used as evidence.

If records keeps on changing all the times, it cannot be used with certainty to show that something had actually taken place or that someone has been responsible for it.

FOUR characteristic of evidence.

Values as official sources information

Records should have authority so that they should be considered to be the true, official account or report that will have universal validity as the one true record.

FOUR characteristic of evidence.

Authentic

Document should be accurately of what actually transpired and indicate the state of affairs at a particular point of time.

Changes can be done by adding on the existing document without removing or deleting the existing information. 

FOUR characteristic of evidence.

Unique

Records are unique in that they are documents of a single or individual event that will not repeated in the same time, same place and actions.

DEFINITIONS OF TERMS

RECORDS CENTER 

The records center is a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal.  

DEFINITIONS OF TERMS

ARCHIVES

Records, usually but not necessarily non-current records, of enduring value selected for permanent preservation. 

Archives will normally be preserved in an archival repository. 

DEFINITIONS OF TERMS

ARCHIVAL REPOSITORY  

A building or part of a building in which archives are preserved and made  available for consultation also known as an archives.  

CHARACTERISTICS OF OFFICIAL RECORDS

A single paper taken out of its context is not a complete records.   

There is organismic link between the papers within a file and between one file and another.

Seen together, they tell a complete story. 

As a primary sources of information created in the course of official document.

END OF CHAPTER 1

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