Records and Information Management

Records and Information Management

Information Management System

Information management system is a method of collecting, organizing, storing, preserving, and allowing the retrieval of information. Each unit of information is called a record. A document is filed as a record if it:

•Is necessary for the successful operation of the organization.

•Is required by law.

•Serves as evidence of a transaction.

Multiple Select

A contract is an example of a record

• TRUE

• FALSE

Processes in information management

1.Pre-sorting

2.Recording

3.Classification

4.Indexing

5.Storage

6.Preservation

7.Retrieval

8.Disposal

Multiple Select

Pre-sorting is the first step in processing information

• TRUE

• FALSE

Multiple Select

Indexing makes it difficult to retrieve information.

• TRUE

• FALSE

Characteristics of an information management system

•data input/data storage

•database management system

•processing: batch and real time

•retrieval of information

•compressing (zipping) files for storage

•archiving. 

Characteristics of an effective records management system

•Access protocols

•Security: physical and password

•accountability

•expansion. 

Electronic Records Management

Electronic records management is managing records on an electronic device such as the computer.

Processes in electronic records management: capturing, processing, storage, retrieval, disposal

Benefits of an electronic filing system:

Limitations of an electronic filing system:

Duties of a records management clerk

•preparing documents

•processing data

•managing records

•retrieving information/records

Classifications of Record Management Systems

•alphabetical

•geographical

•subject

•numerical

•chronological

Multiple Choice

Geographical filing is ....

• arranging records in the order of the letters of the alphabet.

• records arranged according to numbers

• arrange records according to locations or regions

• filing according to dates

Indexing

•out sheets

•tickler file

•card indicators

•colour coding

•searches, shared database

Methods and procedures for cross referencing

•Names of married women

•Hyphenated names

•Names of organizations

•Names indicated by initials

•Surnames pronounced alike but spelt differently

Methods and procedures for dealing with inactive files

•use of microfilming

•retention periods

•disposal of files

•archiving

• backing up to external storage media

•Electronic Documents and Records Management System 

Legal stipulations governing access to and retention of documents

•the right of access

•limitations on the right of access

•infringement of copyright

•defamation

•breach of confidence

•secrecy provisions

•Freedom of Information Act

Filing equipment and supplies

•Filing cabinets and folders

•index cards

•minute sheets

•charge-out cards

•dividers

•treasury tags

•fasteners

•microfilm, microfiche

•external storage media