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    Document & Record Management: Department of Cencus & Statistics

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    dmaxprasanga
    This document outlines the key aspects of implementing an effective Document and Records Management System (DRMS) at the Department of Census and Statistics (DCS). It defines the differences between documents and records, and describes the current paper-based practices at DCS that lack organization and control. The proposed solution is to implement a DRMS and Records Management System to better organize, store, track, and dispose of documents and records according to policies. This will improve efficiency, access, and compliance while reducing waste.

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    Document & Record Management: Department of Cencus & Statistics

    Uploaded by

    dmaxprasanga
    48 views18 pages
    This document outlines the key aspects of implementing an effective Document and Records Management System (DRMS) at the Department of Census and Statistics (DCS). It defines the differences between documents and records, and describes the current paper-based practices at DCS that lack organization and control. The proposed solution is to implement a DRMS and Records Management System to better organize, store, track, and dispose of documents and records according to policies. This will improve efficiency, access, and compliance while reducing waste.

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    DMS for GOV

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    Dms

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    This document outlines the key aspects of implementing an effective Document and Records Management System (DRMS) at the Department of Census and Statistics (DCS). It defines the differences between documents and records, and describes the current paper-based practices at DCS that lack organization and control. The proposed solution is to implement a DRMS and Records Management System to better organize, store, track, and dispose of documents and records according to policies. This will improve efficiency, access, and compliance while reducing waste.

    Copyright:

    © All Rights Reserved
    Download as PPTX, PDF, TXT or read online from Scribd
    Download as pptx, pdf, or txt
    48 views18 pages

    Document & Record Management: Department of Cencus & Statistics

    Uploaded by

    dmaxprasanga
    This document outlines the key aspects of implementing an effective Document and Records Management System (DRMS) at the Department of Census and Statistics (DCS). It defines the differences between documents and records, and describes the current paper-based practices at DCS that lack organization and control. The proposed solution is to implement a DRMS and Records Management System to better organize, store, track, and dispose of documents and records according to policies. This will improve efficiency, access, and compliance while reducing waste.

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    You are on page 1of 18

    DOCUMENT &

    RECORD
    MANAGEMENT
    DEPARTMENT OF CENCUS &
    STATISTICS
    DOCUMENTS & RECORDS
    DOCUMENT
    Pieces of information that have not been made final.
    They are still being added to, changed, updated, or have the
    possibility of being altered.
    EX;- An empty form of paper, electronic forms & files, faxes,
    emails, contracts, etc

    RECORD
    Any document that has been made final and is no longer meant to
    be altered.
    An official file that clearly delineates terms and conditions,
    statements or claims.
    OBJECTIVES OF;
    DOCUMENT MANAGEMENT RECORD KEEPING
    Better organize documents. Preserve records throughout
    their life cycle.
    Reduce lost and misfiled
    documents. Simplify the activities.
    Provide faster search and Control the quantity and quality.
    retrieval of documents.
    Identify what records exist by
    Reduce the amount of physical
    space.
    records inventory.

    Streamline information and


    Apply required retention periods
    workflow. to stored items.

    Allow instant access to Develop and administer policies


    documents. and procedures.
    CURRENT PRACTICES AT DCS
    Paper based documents stored in cabinets
    E-documents are managed individually
    No progress review practices
    Manual document transfers
    No centralized data file management
    ISSUES WITH CURRENT
    PRACTICES
    Lack of control over documents.
    Time consumption in finding documents.
    Delay of receiving approvals.
    Waste of physical space
    Lost and duplication of documents.
    SOLUTION (DMS+RMS)
    DESIGNING & IMPLEMENTATION
    Department should ensures meet the departments
    Records management policy,
    Requirements,
    Practices,
    Guidelines and procedures
    PURPOSE OF NEW APPROACH
    Determine which documents created
    Determine which documents received & should be captured as
    records into a recordkeeping system
    How long those records should be maintained within the system
    Risk of not capturing or retaining the records
    Facilitates easy retrieval of records in active use
    Minimizing Cost
    Maintaining & storing records
    Proper disposal of records (Records have been kept the right length
    of time)
    RECORD CAPTURE
    Inward and outward communication
    Forms/Paper based documents
    Through digitized the information
    Through Electronic records
    Information recorded by a computer
    wordprocesseddocuments
    electronicspreadsheets
    digitalimagesand
    databases
    CLASSIFICATION OF RECORDS
    Records should be systematically organized
    functions, activities and contents of the records

    A records classification should allow modifications


    addition of new records series/groups to cater for changing
    circumstances
    includes a coding system expressed in symbols (e.g. alphabetical,
    numerical or alpha-numerical) to show the logical relationship
    amongst the records.

    Facilitate accurate capturing and ready retrieval of records


    Classification scheme

    Administration

    Acts & Legislation

    Sub class

    Records
    RECORD STORAGE
    Facilitate user authorized access and ensure that are protected from
    unauthorized access
    Paper records should be stored in a clean and dry environment until those
    records entered to a electronic record keeping system.
    filing cabinets and filing racks instead of stacking them on the floor

    For storage of electronic records, the selection of storage media (e.g. optical
    disc and tape), storage system and handling procedures should be based on
    records management
    Protecting vital records
    containing information essential to the continued and effective operation of
    department in the event of an emergency
    prolonged electricity breakdown,
    Flood

    Identify and protect through duplication and/or off-site storage


    USE OF RECORDS
    Ensure that timely access to record to authorized users
    Detect unauthorized use
    Provide sensitive information with adequate protection
    The department should also lay down guidelines on the protection,
    processing and transmission of classified records
    Records should be kept in a recordkeeping system with systematic
    indexes and classification to facilitate their easy retrieval
    Access to personal data - An organization should refer to the Personal
    Data (Privacy) Ordinance for arranging access to personal data held
    by them
    Public access to information held by public bodies
    TRACKING / SEARCHING
    In a recordkeeping system, tracking of the movement and use of
    records is required to -
    identify outstanding action required;
    enable retrieval of records
    prevent loss or missing of records
    monitor usage for recordkeeping system maintenance and security
    (e.g. growth of records, disposal of records) and
    identify the operational origin of individual records where the
    recordkeeping systems have been amalgamated or migrated
    DISPOSAL OF RECORDS
    Safeguard against premature disposal of records and
    destruction of records having archival value
    Need authorization persons approval to delete the records
    Vital records cannot be deleted

    Include information and procedures for accountability


    Prevent reconstruction
    TRANSFER OF RECORDS
    Pending transfer for internal approval and document the
    transfer arrangements
    Reports transfer for decision making process
    EXPECTATIONS
    Broader availability of organization knowledge
    Ability to consolidate and search information that has been
    created from many sources
    More consistency of shared information
    Improved efficiency of document keeping processes
    Elimination of duplication and managed retention and disposal
    Protects content from inappropriate use
    An important step in becoming a more collaborative
    organization
    THANK YOU.
    THE END.

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