An important part of securing compliance with the data protection act 1998 and the freedom. Arma internationals information governance maturity model. The standard applies to records regardless of structure or form, in all types of business and technological environments, and over time. Apply knowledge of key aspects of records management practice in various contexts. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. A training programme international records management. Iso 15489 new version of iso 15489 published in 2016 information and documentation records management part 1. Principles and objectives of records management the records management should be effective and successful.
While maintaining the record, the purpose of record keeping should be clear. Disposition all university records are disposed of in accordance with their records retention policy. 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. The seven attributes of an effective records management program. A training programme the international records management trust. Uwmadison libraries uw archives and records management. Archives and records management resources national archives. Good records management practices government records service. This records management manual provides university offices with procedures based on best practices for the management of university records. Every laboratory employee has responsibilities for laboratory records.
Define records and archives archives administration describe the role of archivist and records manager in an organization critically discuss the various principles of archives and records care. General editor michael roper has had a wide range of experience in the management of records and archives. It is intended to assist agencies to develop a strategic approach to records and information. A clear and actionable records management strategy should be at the heart of your organisations records and information architecture, processes and procedures. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. Records management is the process by which an agency captures and maintains evidence of and. Arma international developed and published the principles to foster general awareness of information governance standards and principles and to assist organizations in developing information management systems. University archives collections university archives. Records management is the field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. Basics of records management florida state capitol. For which, the records management should be based on certain fundamental principles.
Ensure that records can be read in an unencrypted form, with appropriate contextual information. Transparency university departmentunits should document their records management processes in how they manage their records. A training programme the management of public sector records. Jan 05, 2015 records management covers the management of records regardless of age, form and medium to meet the needs of private and public sector organization and the wider society as well as the research community. This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving records. The notsorecent focus on information governance has generated a renewed interest in records management. Information and documentation records management published by the. This begins with the creation or receipt of a record and continues through maintenance, use, and disposition.
Overview page 8 of 34 the records management program must align with agency processes for. This part of iso 15489 describes concepts and principles relating to the following. Handbook on records management practices and guidelines. This guideline describes the principles of records management. Just when you think youre paddling in the right direction, a wave of legislation sends you reeling. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Principles of record management management notes tyrocity. The records analysis section provides you, our client, the following support.
Records management is a line function at jefferson lab, and the office of records management assists line management in meeting its records management responsibilities. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. The importance of creating and keeping records in the age. Principles of records management online course open. B best practice principles for naming and filing electronic records. Accountability, transparency, integrity, protection, compliance, accessibility, retention and disposition. The basic unit used in all discussions of records management and all records retention and. Principles of good administration and good records management.
But that involves much more than the traditional regulators enforcement role. In the absence of a records management briefing or lack of provided related documentation, resources such as the records management handbook and other guidance products are available for reference at the. Principles of record management inclues principle of purpose, principle of verification, principle of classification, principle of reasonable cost, principle of elasticity, principle of retention of records, and principle of availability. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Principles and context international council on archives international records.
This topic therefore seeks to make students understand all terms related to records management and development of records management from the. Records management principles the purpose of this document is to provide a framework for ensuring that full and accurate records of the business activities of the financial conduct authority fca are managed and retained for as long as necessary to support legislative and operational requirements. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way that fits with our operational needs and our legal responsibilities.
By setting out the principles and good practices relating to records management. The purpose of this document is to provide a framework for ensuring that full and accurate records of the business activities of. A principles of records management 1 b best practice principles for naming and filing electronic records 3 c iaas responsibilities 5 d physical security of records 6 e transfer of records 7 f data protection act principles 9 g freedom of information overview 11 h toolkit 603 description 12 a principles of records management. Principles of good administration and good records. Classification ensures systematic organization of documents and facilitates information retrieval. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. University archives collections university archives guidelines. Iso 15489 records management principles and concepts establishes the core concepts and principles for the creation, capture and management of records. This paper has examined applicable theories on the records and archives management ram in an attempt to use empirical results and findings to explain the ram practices. Principles and to manage records and information a ssets in accordance w ith them. Records management professionals in designing comprehensive and effective records management programs. Handbook on records management practices and guidelines for.
Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. It then explains the key principles governing records care and discusses. Floridas public records law is one of the most open public records laws in the country, and is a model for other states. Aug 15, 2016 archives and records management resources. The purpose for which records are maintained should be justifiable. It defines records and archives and outlines the purpose and nature of managing them. This part of iso 15489 defines the concepts and principles from which approaches to the creation, capture and management of records are developed. Records management is the systematic control of records throughout their life cycle. Recordkeeping, legal and ethical principles and requirements for healthconnect. Record keeping is synonymous with community living. Well, management is a complete phenomenon that belongs to all and every person needs and have objectives to set, plans to make, people to handle, activities to coordinate, activities to control, goals to achieve. Principles of records and archives archive records management. To ensure compliance with the implementing regulations for records management. Universitywide records management principles princeton.
The seven attributes of an effective records management. A record series is a group of records or documents. Principles of records management rm101 in this course we will introduce you to the fundamentals of records management and end with the development of a file plan which is the foundation of a well structured records management program. The universitys central administrative offices based on offices of the cabinet include. Records management basic principles for maine state employees. The foundation of our records management program is the implementation of the records retention schedule that will facilitate effective recordkeeping and result in more efficient space planning. This staff information paper deals with the principles of arrangement of records followed in the national archives. Records management is rarely smooth sailing it can often feel like youre a tiny vessel in the middle of a sea of legislation. Understand basic management principles applying to individuals, small and large organizations grasp the basics of management functions appreciate the ideal characteristics of a good manager see the importance of knowledge of self when viewing management skills recognize professional skills required of managers. Records creation and records keeping is an aspect of records management. All these activities make use of the variables and also resources from the environment, like. Guideline 01 records management principles overview. Published by arma international in 2009 and updated in 2017, the principles are grounded. 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.
To underpin the efficient and effective management of records in an erks, this handbook handbook has been developed to a prescribe rm principles and best practices to manage aggregations i. It is intended to assist agencies to develop a strategic approach to records and information management, and introduces some key concepts to promote a culture where agencies value their corporate information as a business asset. The basics of records management florida state capitol. This appraisal must be documented in an approved retention and disposal schedule see principle 5 dispose of records for more on records disposal. Information, systems, context introduces classification, an early part of the research lifecycle. A principles of records management 1 c iaas responsibilities. The principles generally accepted recordkeeping principles constitute a widely leveraged global standard that identifies the critical hallmarks and a highlevel framework of good practices for records management, records and information management rim, and information management programs. Concepts and principles for the management of electronic records, or records management theory is archival diplomatics.
Explain records management principles, processes, and terminology. Principles for managing records policies and responsibilities appraisal records controls processes for creating, capturing and managing records. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. It should be based on thorough research of appropriate policies and standards and audited regularly. Identify issues that impact on the ongoing management of records that document organisational activities, assess their effect, and develop relevant solutions. Do the homework to understand the value of having effective records program built on triedandtrue principles. Records management basic principles for maine state. Records are a basic tool of government administration. Risk management by aligning the records management and risk management programs across the agency, both business risks and recordkeeping risks will be consistently identified and addressed. Current document withdrawn a number of new projects in progress. If the records are maintained in the light of the principle of purpose, there may be many records which have no purpose and should not be preserved at all.
Get back to basics in records management and understand the clear distinctions between content management and records management. A principles of records management 1 b best practice principles for. Records management terms used in the generally accepted recordkeeping principles information governance maturity model are defined in the glossary of records and information management terms, 3rd editionarma international, 2007. Guidelines and functional requirements for electronic records management systems. International records management trust to support the development of records management through technical and capacitybuilding projects and through research and education projects. In this course we will introduce you to the fundamentals of records management and end with the development of a file plan which is the foundation of a well structured records management program. Article pdf available in records management journal 93. Records management by judith readsmith, managing the crowd. Records pertaining to the construction and maintenance of university buildings and grounds. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records.
Accountability a senior executive or person of comparable authority. There is no need of keeping all information on the ground that they may be useful in future. Generally accepted record keeping principles uw archives and. The basics of records management is intended to serve as an effective introduction to records management and a useful guide to the ways in which floridas. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic. Schellenberg staff information paper number 18 1951 note on web version introduction. Use these principles as the discipline of your information governance program.