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    Office Records Management

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    Sonali Jagath
    This document discusses records management and the organization of record departments. It provides definitions and objectives of records management, including the control and management of records over their lifecycle from creation to destruction. It describes different types of records such as permanent, temporary, vital, and electronic records. The document also discusses organizing a record department, classifying and indexing records, and moving towards a paperless office system. Key benefits of a paperless office include easier document finding, sharing, storage and reduced costs.

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    Office Records Management

    Uploaded by

    Sonali Jagath
    386 views17 pages
    This document discusses records management and the organization of record departments. It provides definitions and objectives of records management, including the control and management of records over their lifecycle from creation to destruction. It describes different types of records such as permanent, temporary, vital, and electronic records. The document also discusses organizing a record department, classifying and indexing records, and moving towards a paperless office system. Key benefits of a paperless office include easier document finding, sharing, storage and reduced costs.

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    This document discusses records management and the organization of record departments. It provides definitions and objectives of records management, including the control and management of records over their lifecycle from creation to destruction. It describes different types of records such as permanent, temporary, vital, and electronic records. The document also discusses organizing a record department, classifying and indexing records, and moving towards a paperless office system. Key benefits of a paperless office include easier document finding, sharing, storage and reduced costs.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    386 views17 pages

    Office Records Management

    Uploaded by

    Sonali Jagath
    This document discusses records management and the organization of record departments. It provides definitions and objectives of records management, including the control and management of records over their lifecycle from creation to destruction. It describes different types of records such as permanent, temporary, vital, and electronic records. The document also discusses organizing a record department, classifying and indexing records, and moving towards a paperless office system. Key benefits of a paperless office include easier document finding, sharing, storage and reduced costs.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    of 17

    CA.

    SONALI JAGATH PRASAD


    ACMA, CGMA
    ASST. PROFESSOR
    DEPT OF MANAGEMENT
    Office records management
    Introduction




    Records management means management control of records
    Record management includes forms, reports, reproduction of written material,
    filing, records retention, micro-filming and related services
    Records management in the broadest sense concerns itself with the
    1. Records creation
    2. Records distribution
    3. Records maintenance
    4. Records retention
    5. Records preservation
    6. Records retrieval and
    7. Records disposal

    Records management is the process of controlling a record over
    its lifecycle from creation to destruction

    Objectives of records management
    (pg 166 of SP Arora)
    1. To verify, classify and make available the information
    2. To keep an orderly account of progress
    3. To prepare statement of true conditions
    4. To make comparisons
    5. To detect errors and wastes
    6. To reduce operating costs
    7. To improve efficiency and productivity
    8. To safeguard vital information
    9. To foster professionalism in running a business
    10. To preserve corporate memory


























    Need /Importance of records management























    Types of Records




    1. Permanent Records are appraised as having significant historical or other
    value warranting their continued preservation by an organization beyond the
    time they are needed for administrative, legal, or fiscal purposes. Permanent
    records document the organization and its functions, contain fundamental
    information on programs or activities within the organization, or are important
    in the long-term to protect the rights and interests of organization.
    2. Temporary records - Temporary Records must be retained for a
    determinable period of time or until a specific act or event is completed. They
    should not be preserved indefinitely
    3. Vital
    Document, file, or record in any form or format, containing information that is (1)
    essential to the operations and/or survival of the organization, (2) necessary to
    recreate the organization's legal and financial position, and (3) necessary to
    preserve its claims and rights and those of its stakeholders.
    Eg - Vital records are records of life events kept under governmental authority,
    including birth certificates, marriage licenses, and death certificates.























    Types of Records

    4. Important -Document which, although not irreplaceable, would be difficult
    and expensive to replace if lost or damaged.
    5. Non- essestial record material is a term used for papers that are not included
    with the definition of "records." All such papers serve purposes other than
    "records" purposes. Library and museum material created or acquired and maintained solely for reference or
    exhibition purposes. Copies of correspondence , drafts of letters, memoranda or reports, information notes that do not
    represent significant, basic steps in the preparation of the record copies, and machine readable data, which are
    maintained only for convenience or reference.
    6. Personal papers - Personal papers are documentary materials belonging to an
    employee that are not used to conduct business. They are of a personal nature
    and relate solely to an individual's personal and private affairs or are used
    exclusively for their convenience
    7. Electronic records - Electronic records are records that are stored in a form
    that only a computer can process. Electronic records are also called machine-
    readable records. These records are defined as numeric, graphic, audio and
    textual information, recorded on any medium






















    Types of Records




    ORGANISATION OF RECORD DEPARTMENT




    Records management is a part of General administration office or
    administration department
    It is concerned with filing, indexing and record- keeping
    This department/ section aims at the systematic preservation of documents,
    papers and files relating to different departments at one central place
    The department performs the following functions:
    1. Receipts of papers, documents, etc for filing (pg 168 of SP Arora)
    2. Classification, indexing and cross-referencing of such papers and documents
    3. Issue of files to various departments for reference and their back receipting




    Classifying of records and files (Pg 171 of SP Arora)
    Classification can be defined as the process of selecting headings under
    which documents are grouped or classified on the basis of common
    characteristics before filing takes place
    Methods of classification are:
    1. Alphabetical
    2. Numerical
    3. Geographical
    4. Subject and
    5. Chronological
    6. Combination of various methods




















    Factors affecting methods of classification
    1. Convenience
    2. Size
    3. Simplicity
    4. Speed
    5. Elasticity
    6. Accuracy



















    Indexing of records and files
    Indexing can be described as a method of providing indicators for a
    body of data or collection of records
    Classification is method of filing while indexing is basically the method
    used for making reference to the matter field
    Features of Indexing:
    1. Simple
    2. Economical
    3. Speed
    4. Merge with system of filing
    5. Flexible


















    Types of Indexing (pg 193 of SP Arora)
    Ordinary page index
    Loose or vertical card index
    Visible card index
    Strip index
    Wheel index

















    Paperless office
    Concept - A paperless office is a work environment in which the use of
    paper is eliminated or greatly reduced. This is done by converting
    documents and other papers into digital form.
    Attitudes towards paperless office have evolved as technology has
    improved
    Reduced costs have helped the necessary hardware spread, platforms have
    become more reliable, and document standards have been established with
    data-backup systems becoming simplified and lower cost
    A new generation of workers, who have grown up with e-mail, word
    processing and the internet feel less of a need to print documents out
    Paperless office can be achieved through
    Scanning produces a picture of data
    Computer to Computer communication
    Most data never needs to exist on a piece of paper





















    Features of Paperless office
    1. Easy to find
    2. Easy to manage
    3. Saves time and space
    4. Simplify business processes
    5. Easy to share
    6. Easy to store
    7. Easy to afford






















    Utility of paperless office
    Obstacles towards paperless office
    Signature
    Reading on screen is difficult
    Risk of data loss
    Technology is not ready for it
    Fear
    Steps / Feasibility towards paperless office

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