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CIC Module 4 > *Records Management > Flashcards

Flashcards in *Records Management Deck (82)
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1

Men are regulated by documents from the time he is ____ until the time of his death ”

conceived

2

Outline

I Records Management
•Importance of Records
•Classes of Records
•Lifecycle of Records
•Concept
•Major Categories of Value of Records
II Records Custodian
III Filing System
IV Security of Records

3

The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records.

Records Management

4

Provides control over records from creation to destruction

Ensures that records are retained and usable through their mandatory retention periods.

Ensures that records are destroyed at the end of their retention periods.

Records Management

5

Importance of Records Management

To Control the Creation and Growth of Records
To Reduce Operating Costs
To Improve Efficiency and Productivity
To Ensure Regulatory Compliance
To Minimize Litigation Risks
To Safeguard Vital Information
To Support Better Management
(Decision Making decisions and future business planning purposes)
To Preserve Corporate Memory

6

Classes of Records

Vital
Important
Useful
Nonessential

7

Essential to continued operation
Irreplaceable

Vital

8

Important to continued operation
Replaceable (sometimes at considerable expense)

Important

9

Loss would temporarily inconvenience organization
Replaceable

Useful

10

No real value
Ought to be destroyed

Nonessential

11

Records Lifecycle

Active
Inactive
Archival

12

Current
Frequently accessed

Active

13

Older; must be retained
Rarely accessed

Inactive

14

Of important historical significance
Occasionally accessed, usually for research

Archival

15

The Lifecycle Concept
Active Records

create, store, retrieve

16

The Lifecycle Concept
Inactive Records

inventory, Store, Archive, Destroy

17

The Lifecycle Concept
Archival Records

store, backup, migrate, review, inventory

18

The stage wherein records come into existence as a result of an agency’s operations. They are either created by an agency or received by it.

Records Creation

19

Records Creation (2)

Declare A Record:
Capture Records:

20

Recognize a record to be a record, identify it as a record.

Declare A Record:

21

Include a record in a system that manages records.

Capture Records:

22

information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business

Record (ISO Definition)

23

recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity.

Record (ICA Definition)

24

Major Categories of Value of Records

Time Value
Utility Value

25

refers to the specific period of usefulness of records.

Time Value

26

Time Value (2)

Temporary
Permanent

27

Utility Value (6)

Administrative value
Fiscal
Legal
Archival
Historical
Research

28

when they have served the purposes for which they were created or when action on them has been accomplished or terminated (PDS, Certificate of Appearance, Press releases, Minutes of Staff Meeting)

Temporary

29

when the records have administrative, legal, archival, research or historical significance and are worthy of preserving (Decision, Minutes of Board Meeting, Balance Sheets, Annual Report, Directives/Issuances, Committee Report Programs of the Agency)

Permanent

30

refers to the nature of the usefulness of the records to the organizations operations.

Utility Value