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RECORDS MANAGEMENT © Thomson/South-Western
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RECORDS MANAGEMENT © Thomson/South-Western
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Records Management Issues
Information explosion Increase in information causes a growing
problem for individuals, organizations, institutions, businesses, and countries
How is information managed? Records and information management is the
first step to manage the information explosion
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Why Is RecordsManagement Important?
Records and information are important resources for an organization.
Business must have up-to-date information in the right form, at the right time, in the right place to make management decisions.
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Records Management Is More Important than Ever
Terrorist attacks Natural disasters Corporate scandals ISO 15489
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What Are Records?
Record—stored information, regardless of media or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time
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How Are Records Classified?
By Use By Place of Use By Value Transaction
documents Reference
documents
External records
Internal records
Vital records Important
records Useful records Nonessential
records
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Why Are Records Used?
Records serve as the memory of a business
Records are retained because they have one of four values Administrative Fiscal Legal Historical
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What Is the Historyof Records Management?
Hieroglyphics on rock and cave walls Before 1600 records were based upon
simple trade transactions Invention of the printing press and typewriter Until the 1950s records were usually on
paper Computer records added since 1950s
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Electronic Records and RM Challenges
Essential characteristics of all records Authenticity Reliability Integrity Usability
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Electronic Commerce
E-commerce is an electronic method to conduct business communications and transactions over networks and through computers.
Records of communication and transactions are created electronically
Cooperative effort among the records and information management, information technology, and legal departments
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What Are the Records Management Functions?
Planning—establishing goals and the methods required to achieve them
Organizing—arranging tasks, people, and other resources needed to meet the goals
Leading—managerial behavior that supports the achievement of goals
Controlling—measuring how well the goals have been met
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Life CycleLife Cycleof Recordsof Records
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Programs for Managing Records
Well-defined goals understood by all workers
Simple, sound organizational plan Efficient procedures for managing each
of the five stages in the record life cycle Well-trained staff
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Problems in Records Systems
Management Human problems Inefficient filing procedures Poor use of equipment Inefficient use of space Excessive records costs
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Careers in Records Management
Opportunities Every type and size of office has records Records supplies and storage equipment
businesses
Positions Records managers Records supervisors Records clerks
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Typical Job Levels and Job Titles
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ARMA International
Association of Records Managers and Administrators, Inc.
An important professional group for records and information managers Improving educational programs in schools
and industry Providing on-the-job knowledge about
records and information management
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Question #1
We are living in the: A) Iron Age B) Technology Age C) Information Age D) Internet Age
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Answer
The Information Age!
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Question #2
Records management is the process of using an organization’s resources to achieve specific goals through four functions: planning, organizing, ___________ and _____________
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Answer
Records management is the process of using an organization’s resources to achieve specific goals through four functions: planning, organizing, leading and controlling.
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Question #3
Name two records found in a community college:
1. 2.
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Answer
Transcripts Admission Applications Admission Acceptance/Rejection Student accounts Purchase orders Invoices Payroll
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Question #4
Businesses must have up-to-date information in the ______form, at the _______time, in the _______place to make management decisions
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Answer
Businesses must have up-to-date information in the right form, at the right time, in the right place to make management decisions
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Question #5
Records are classified by three ways. Name each way: 1. 2. 3.
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Answer
Records are classified by three ways. Name each way:
1. By use
2. By place of use
3. By value to the organization
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Question #6
What are the fives stages of a records life cycle?
1. Creation 2. 3. 4. 5.
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Answer
1. Creation2. Distribution3. Use4. Maintenance5. Disposal
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Question #7
What are three careers involving records management?
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Answer
Records Manager Records Center Supervisor Forms Supervisor Records Clerk Forms Analyst
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Question #8
What does the acronym ARMA stand for?
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Answer
ARMA is the Association of Records Managers and Administrators, Inc.
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Add up your score . . .