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Records Management

Records management involves the creation, organization, storage, and disposal of documents and information, regardless of format. It aims to ensure records are reliable, secure, and compliant. There are four main stages - creation, storage, use, and disposal. Records can be organized through various classification and filing methods, such as alphabetical, numerical, chronological. Electronic records generated and stored digitally also must be properly managed. Indexing is key to allow quick retrieval of necessary records and information from storage.

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christine joy peralta
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608 views11 pages

Records Management

Records management involves the creation, organization, storage, and disposal of documents and information, regardless of format. It aims to ensure records are reliable, secure, and compliant. There are four main stages - creation, storage, use, and disposal. Records can be organized through various classification and filing methods, such as alphabetical, numerical, chronological. Electronic records generated and stored digitally also must be properly managed. Indexing is key to allow quick retrieval of necessary records and information from storage.

Uploaded by

christine joy peralta
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as PDF, TXT or read online on Scribd

Records

Management
RECORDS MANAGEMENT

- The supervision and


administration of digital or paper
records, regardless of format.
Records management activities
include the creation, receipt,
maintenance, use and disposal of
records. In this context, a record is
content that documents a business
transaction.
GIVE
EXAMPLES
OF
RECORDS???
CHARACTERISTICS OF

RECORDS MANAGEMENT

1) RELIABLE
2) SECURE
3) COMPLIANT
Stages of 1. Creation of records
It is the first stage of record management. It is the
most important stage. In this stage records are

Record either created inside the organization or are


received from outside the organization in form of
letters or notices.

management 2. Storage of records


It is the second step of record management. Once
records are created they must be retained or
protected. This stage is also known as retention of
records. It is the preservation of records for future
reference. The records are recorded in such a way
so that it can be easily located in the required time.
3. Use of records
Stages of It is the third stage of record management. In this
step the stored records in the past are used for
planning, organized, deciding, and preparation of

Record accounts and so on.

management 4. Disposal of records


It is the fourth and last stage of record
management. Records cannot be stored forever.

..Cont Outdated records must be destroyed or


disposed.
Methods
of Filing
1) Alphabetical Classification
2) Numerical Classification
3) Geographic Classification
4) Chronological Classification
Electronic Records generated electronically
and stored by means of computer
technology.
Records
An electronic record is information
recorded by a computer that is
produced or received in the initiation,
conduct or completion of an agency or
individual activity.
Example Examples of
electronic records
Of include e-mail
Electronic messages, word-
Records processed documents,
electronic
spreadsheets, digital
images.
Records Records indexing is
the process of

Indexing setting up a way to


find files and
records quickly
and effectively
Records
Why is indexing process important?
Indexing helps to locate the
position of the specific document

Indexing in files at a short period of time. It


helps to make a quick decision by
providing necessary information
stored in files. Therefore, indexing is
very important to save time and effort
of employees.

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