L1

• RECORD MANAGEMENT SYSTEM

  • A set of procedures used to organize, retrieve, store & dispose records.

  • Makes sure records are available when needed=comp operates efficiently.
• Records

  • A data in forms such as text, numbers, images,/voice that is kept for future ref
• 2 Ways Effective Record management Benefits the Company

  • Workers are more productive

  • Customer goodwill is maintained
• STORAGE MEDIA

  • Paper

  • Magnetic Media

  • Micrographics
• STORAGE MEDIA: Magnetic Media

  • Comp disks/tape
• STORAGE MEDIA: Micrographics

  • Docs reduced & placed on film
• Storage Equipment and Supplies

  • Filing Cabinets
• FILING PROCEDURES

  • Filing

  • Charging Out
• FILING PROCEDURES: FILING

  • Process of storing records in an orderly manner within an organized system.
• FILING PROCEDURES: CHARGING OUT

  • Removing a record from the files & noting info abt the record.
• Following Information is usually recorded when a record is removed from the files:

  • Name & dept of the worker who is taking the record

  • Date the record was retrieved

  • Date the record will be returned
• RECORDS RETENTION & DISPOSITION

  • Retention Schedule

  • Record Disposition
• RECORDS RETENTION & DISPOSITION: Retention Schedule

  • A list of how long each type of records should be kept.
• RECORDS RETENTION & DISPOSITION: Record Disposition

  • Moving records to permanent storage or destroying records.
• STORAGE MEDIA FOR RECORDS

  • Paper

  • Magnetic Media

  • Micrographics Systems

  • Optical Disks
• STORAGE MEDIA FOR RECORDS: Paper

  • When printing a doc/completing a tele mess form, info is recorded on paper.
• Advantage: Paper

  • One can easily read the info they contain
• Disadvantage: Paper

  • Takes up lots of space

  • Can be easily misfiled
• STORAGE MEDIA FOR RECORDS: Magnetic Media

  • Reusable

  • Contain info that is stored electronically.
• Magnetic Media:

  • Hard disks

  • Floppy disks

  • Flash drive

  • Magnetic Tape
• Magnetic Media: Optical Disks

  • Compact Disk
  • Digital Video Disc
• Magnetic Media/Optical Disks: Compact Disk (CD)

  • A portable storage medium that can record, store and play back audio, video and other data in digital form.
• Magnetic Media: Digital Video Disc

  • Also called Digital Versatile Disk

  • Used for storing & playing music, movies,/info
• Micrographics Systems

  • Creates photos of docs that are a fraction of their original size & places them on microfilm/microfiche.
• IMAGING SYSTEMS

  • Converts all types of docs to digitized electronic data that can be read by a computer.

  • Data may be stored on CDs, DVDs,/other media that can be retrieved quickly.
• IMAGING SYSTEMS


  Advantage

  • Reduces paper processing

  • Speeds up workflow

  • Makes files accessible
• COST

  • Involved with any records mgmt system.
  • Costs involve:
  • Buying equip & supps
  • Leasing storage space
  • Paying office EMs to file & retrieve records
• COST FACTORS

  • Equipment, Supplies, & Storage

  • Human Resources

  • Destruction Costs
• COST FACTORS: Equipment, Supplies, & Storage

  • Filing cabinets and shelves

  • Filing supplies

  • Leasing offices
• COST FACTORS: Destruction Costs

  • Papers must be shredded & removed from the business

  • Must be placed in landfill in an ecologically sound manner.
• COST FACTORS: Human Resources

  • EM salary for filing
• CATEGORIES OF RECORDS

  • Vital Records

  • Important Records

  • Useful Records

  • Non-essential Records
• CATEGORIES OF RECORDS: Vital Records

  • Essential to the company.

  • These records are often not replaceable.

  e.g.

  • Original copies of:
  • Deeds
  • Copyrights
  • Mortgages
• CATEGORIES OF RECORDS: Important Records

  • Are needed for the business to operate smoothly.

  e.g.

  • Tax returns

  • Personnel files

  • Cancelled checks.
• CATEGORIES OF RECORDS: Useful Records

  • Are convenient but replaceable.

  e.g.

  • Letters

  • Purchase Orders

  • Names & Addresses of Suppliers

  • Non-essential Records
• CATEGORIES OF RECORDS: Non-essential Records

  • Have one-time/very limited usefulness.

  e.g.

  • Meeting Announcements

  • Ads
• RECORD LIFE CYCLE

  • Creation/ Collection

  • Distribution

  • Use

  • Maintenance

  • Disposition
• RECORD LIFE CYCLE: Creation/ Collection

  • Cycle begins when you create or collect the records.
• RECORD LIFE CYCLE: Distribution

  • Records are sent to the persons responsible for their use.
• RECORD LIFE CYCLE: Use

  • Act of using the records

  • Records are commonly used in decision making, for reference, in answering inquiries, or in satisfying legal requirements