By ensuring records are available in case of litigation or fippa access to information requests or have been defensibly destroyed. The seven attributes of an effective records management program. The records management part of the nara email management system is implemented through the zl technologies unified archive rma. Records enable and support an organization to fulfill its mission. Many guidance documents have addressed aspects of the records management process. Identifying the records that support the agencys work is the foundation of a successful records management program. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management.
Records management by judith readsmith, managing the crowd. This webinar provided by the maine state archives records management section describes all the basics youll need to know to undertake proper records managem. University archives and records management services. The document management process consists of document creation, document control and records management. Records are a basic tool of government administration. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series.
Nov 30, 2016 implementation date for the new records management and documentation manual december 1, 2016. A records custodian must keep the rmo and the records contact informed of any issues regarding the records in their custody. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. The records center supports the entire records management process, from records collection through records management to records disposition. Records management advice for synods of the evangelical lutheran church in america.
Agenda for session 1 discover our goals and purpose for today. An approach to getting started opright 21 records management as a part of an enterprise content management ecm strategy aiim the association for information and image management is the leading nonprofit organization focused on helping users to understand the challenges associated with managing. You create and maintain the records for your synod in order to have the information. Inside the co 120 folder is a folder named co120 fall 2011 datafiles. Document control and records management process description. Can sharepoint online and office 365 be used as a records.
General editor michael roper has had a wide range of experience in the management of records and archives. The records analysis section provides you, our client, the following support. The iara records management division has developed three online tutorials for state employees. Records management handbook digital asset management for. Located across the street from the governors mansion in raleigh, the records center serves as the physical, legal, and inform. Records management refers to the applied practice of controlling and overseeing.
This ensures nara complies with its records management obligations without endusers taking action. Feb 02, 2017 this video, created by the university of british columbias records management office, introduces key concepts of ubc policy 117. After completing this tutorial, you will have a better understating of what sharepoint is and what are the highlevel feature areas and functionalities of sharepoint. The application manages all aspects of record declaration, categorization, and disposition. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. After completing this tutorial, you will have a better.
Appointment of records management liaison officer the city shall appoint a records management liaison officer rmlo in accordance with florida law, and the rmlo shall serve as the agency contact with the state of florida. Jun 17, 2014 this is a videoscribe presentation i created for hptrim training for a client. These classes provide comprehensive information about records management topics. Pr1 directory of records classification 0650 10 2 of 18 procedure procedure standardized through its management. These are records that you must have to stay in business, such as accounts receivable, patents, current patient files, or payroll records. Records management covers all aspects of how we deal with information, both clinical and corporate, on a day to day basis. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the. Records management training manual 5 in 2004, unesco launched a comprehensive, crossorganizational records manage ment programme to secure. Sound records and information management practices are fundamental to the efficient and economical operations of any government agency. Welcome to the records management training resource page. This manual provides guidelines and procedures for the proper administration of a records management program.
Use library list views to notify the records manager for deletion approval. Records management training manual unesco digital library. Ensure systems are in place to support recordkeeping. Introduction to records management trainers manual office of the. If records are created and maintained in a proactive manner, then the. Records retention schedule for synods of the evangelical lutheran church in america. Microsoft sharepoint is a browserbased collaboration, document management platform and content management system.
The 5 steps to starting a records management program. There are a lot of scenarios when finding a record quickly will assist you in. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. University archives collections university archives guidelines. Records management can help make records easier to find by eliminating duplicates and out of date information. This video is part of a records management 101 series. Records management records management is an application of systematic and scientific control to the recorded information required in the operation of an organizations business robek et al, 1995 similarly, according to shepherd and yeo 2003, records management is the field of management responsible for the efficient. Any agency employee or contractor with responsibilities over a particular set of records is a records custodian. This manual is designed to provide consistency for anyone delivering this training workshop. Uwmadison libraries uw archives and records management.
Typically, a records center site is designed and configured by an organizations records management professionals and information technology it staff to support an organizations file plan. The short answer is that sharepoint 2016 and sharepoint online can be used to create a complete records management system using its offtheshelf capabilities. The general definition of a record is established under wis. When disasters strike, state and local governments with effective records and information management programs are more likely to be able to access essential records and reestablish critical business operations. Introduction to records and information management. Records management guides and learning province of british. How and why we manage public records in state government, and how iara can help. All entries on the records retention schedule are approved. A record series is a group of records or documents. City of sebastian records management policies and procedures policy 1.
Required for agency records coordinators and for all new state employees as of january 2019. This online tutorial encourages agencies to destroy confidential records using a method that ensures the information cannot be reconstructed or accessed inappropriately. Part ii is the subject file classification system used for. Project records management project management is an approach, which helps managers to manage the projects. Every organization must address objectives that add value to achieving its goals, including the systematic management of records. Records contacts assist the rmo in implementing an offices records management program. This document is frequently updated with new records series and retention periods.
The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. The first step in records management is to understand what is a record. Project management also means using controls in place to meet the deadlines and. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Vital records are those records essential to the operation of the organization andor resumption of operations following a disaster. For a description of records and their care see the. By identifying protection requirements for records. The course will introduce students to the ways that archivists are responding to the challenge of managing and preserving electronic records. 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.
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