IRMT Ed Rec Intro (1)

8/12/2019 IRMT Ed Rec Intro (1)

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MANAGING PUBLIC

SECTOR RECORDS

A Training Programme

An Introduction

to The Management of

Pu!ic Sector Record"

Stud#Programme

INTERNATIONAL

COUNCIL ON

ARC$I%ES

INTERNATIONAL RECORDS

MANAGEMENT

TRUST


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MANAGINGPUBLICSECTORRECORDS& A STUD'PROGRAMME

INTRODUCTIONTOT$EMANAGEMENTO(PUBLICSECTORRECORDSSTUD'

PROGRAMME


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MANAGINGPUBLICSECTORRECORDS

A STUDYPROGRAMME

Genera! Editor) Michae! Ro*er+ Managing Editor) Laura Mi!!ar

INTRODUCTIONTOT$E

MANAGEMENTO(PUBLICSECTORRECORDSSTUD'PROGRAMME

INTERNATIONALRECORDS INTERNATIONALMANAGEMENTTRUST COUNCILONARC$I%ES


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MANAGINGPUBLICSECTORRECORDS& A STUD'PROGRAMME

Introduction to the Management of Pu!ic Sector Record" Stud# Programme

, Internationa! Record" Management Tru"t) -.../Re*roduction in 0ho!e or in *art) 0ithout the e1*re"" 0ritten

*ermi""ion of the Internationa! Record" Management Tru"t) i""trict!# *rohiited/

Produced # the Internationa! Record" Management Tru"t

-2 3ohn StreetLondon 4C-N 2EBU5

Printed in the United 5ingdom/

In6uirie" concerning re*roduction or right" and re6ue"t" foradditiona! training materia!" "hou!d e addre""ed to

International Records Management Trust-2 3ohn StreetLondon 4C-N 2EBU5Te!& 788 9:; 2: - 8-:-(a1& 788 9:; 2: -


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MPSR Project Personnel

Project Director

Anne Thur"ton ha" een 0oring to define internationa! "o!ution" for the managementof *u!ic "ector record" for near!# three decade"/ Bet0een -.


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Project Steering Group

Additiona! memer" of the Proect Steering Grou* inc!ude

A""ociation of Record" Manager" andAdmini"trator" 9ARMA Internationa!;& $e!!a 3ean Barto!o

Internationa! Counci! on Archie"& George Mac5enFie

Proect Management Con"u!tant& Ton# 4i!!iam"

Unier"it# Co!!ege London& E!iFaeth She*herd

%ideo Production Co?ordinator& 3anet Roger"

Educational AdvisersMoi Unier"it#& 3u"tu" 4amuo#a

Unier"iti Teno!ogi Mara& Ru"nah 3ohare

Unier"it# of Bot"0ana& Nathan Mnama

Unier"it# of Ghana& $arr# Au""ah) Pino Aotia

Unier"it# of Ne0 South 4a!e"& Ann Peder"on

Unier"it# of 4e"t Indie"& %ictoria Lemieu1

Project ManagersLynn Coleman (1994-6)

Laura Millar (1996-7)

Elizabeth Box (1997-8)

Dawn Routledge (1999)

Production TeamAdditiona! memer" of the *roduction team inc!ude

3ane Co0an

Nici $a!!

Greg $o!ooff

Barara Lange

3ennifer Leiten

Leanne Na"h


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Donors

The Internationa! Record" Management Tru"t 0ou!d !ie to acno0!edge the "u**ortand a""i"tance of the fo!!o0ing&

A""ociation of Record" Manager" and Admini"trator" 9ARMA Internationa!;

Briti"h Counci!

Briti"h $igh Commi""ion Ghana

Briti"h $igh Commi""ion 5en#a

Cariean Centre for Dee!o*ment Admini"tration 9CARICAD;

Canadian Internationa! Dee!o*ment Agenc# 9CIDA;

Common0ea!th Secretariat

De*artment for Internationa! Dee!o*ment 9Ea"t Africa;De*artment for Internationa! Dee!o*ment 9U5;

D$L Internationa! 9U5; Limited

(oreign and Common0ea!th Office $uman Right" (und

$a#" Information Management

Internationa! Counci! on Archie"

Nuffie!d (oundation

Organi"ation of American State"

Ro#a! Ban of Scot!and

United Nation" Dee!o*ment Program


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INTRODUCTIONTOTHEMPSR STUDYPROGRAMME

The Management of Pu!ic Sector Record" 9MPSR; Stud# Programme 0a" initiated in-..8 # the Internationa! Record" Management Tru"t 9IRMT;/ The *rogramme "ee"to define internationa! "o!ution" to the management of oth *a*er and e!ectronicrecord" "#"tem" and to dee!o* !oca! mechani"m" to im*!ement the"e "o!ution"/ In-..


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THENEEDFORSPECIALISEDTRAININGINRECORDKEEPING

In dee!o*ing the MPSR Stud# Programme) the aim ha" een to dra0 on g!oa! e"t*ractice ut to ada*t it to the rea!itie" of countrie" that hae !imited re"ource" to ine"tin record" management "#"tem"/ The modu!e" hae een dee!o*ed 0ith e1ten"ieinternationa! in*ut) initia!!# to addre"" the concern" of record" and archie" *er"onne!in Eng!i"h?!anguage countrie") *articu!ar!# Common0ea!th countrie" that haeemerged from or ado*ted an Eng!i"h common !a0 mode! of goernmenta! and udicia!admini"tration/

$o0eer) it i" recogni"ed that a c!ear under"tanding of record?ee*ing conce*t") need"and *ro!em" i" ita! in a!! *art" of the 0or!d+ therefore) 0or ha" a!read# egun on theta" of ada*ting the materia!" to o*timi"e u"e in other !ingui"tic and cu!tura!

enironment"/ Em*ha"i" i" eing *!aced on tran"!ation and ada*tation to meet there6uirement" of (rench? and S*ani"h?"*eaing countrie" a" a fir"t "tage of thi" *roce""/

The MPSR Stud# Programme ha" eo!ed to addre"" "*ecific i""ue" "uch a"

the re!ation"hi* et0een *oor or co!!a*"ed record?ee*ing "#"tem" and *o!itica!

in"tai!it#) economic dec!ine) enironmenta! degradation) *oert#) human right"io!ation" and threat" of graft and corru*tion

the a"ence of internationa!!# acce*ted educationa! *rogramme" in record" and

archie" management

the !ac of ade6uate training materia!" and educationa! infra"tructure" for record"

and archie" management in man# countrie" of the 0or!d/

NATUREOFTHEMPSR STUDYPROGRAMME

The organi"er" of the MPSR Stud# Programme recogni"ed from the out"et that no one!earning a**roach 0i!! "uit a!! the countrie" that re6uire training and education in thefie!d of record" and archie" management/ Therefore) rather than dee!o* a com*!e1

educationa! *rogramme that might not e "u"taina!e internationa!!#) it 0a" decided tocreate a Hui!ding !oc *rogramme/

The modu!e" endor"e the mode! of an Hintegrated record" and archie" management*rogramme/ Such a *rogramme adocate" *!anning and managing a continuum ofcare that en"ure" that record" are created efficient!#) u"ed effectie!# and *rotected for

oth organi"ationa! and cu!tura! *ur*o"e"/ The modu!e" coer the mo"t im*ortant*rinci*!e" of record" and archie" management "o that u"er" ma# e"ta!i"h a c!earunder"tanding of the "*ectrum of record" i""ue"/ The# then guide u"er" to othera!ua!e information) inc!uding reference" to oo") ourna!") magaFine" and othereducationa! and *rofe""iona! re"ource"/ The inc!u"ion of dier"e reference" a!!o0"

INTRODUCTIONTOT$EMPSR STUD'PROGRAMME

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u"er" to moe more ea"i!# e#ond the modu!e" to "ee out and u"e "u**!ementar#information "uita!e to their o0n "ituation/

The modu!e" are de"igned to e f!e1i!e) "o that the# ma# e u"ed for "e!f?"tud#) in

di"tance education) in "hort cour"e" or 0or"ho*" or in more e1ten"ie educationa!*rogramme"/ The actua! a**!ication and ada*tation of the modu!e" 0i!! e determinedat the nationa! or regiona! !ee!) taing into account e1i"ting educationa! o**ortunitie"and the *rofe""iona! need" of the record" and archie" communit#/ The MPSR Stud#Programme team ha" 0ored e1ten"ie!# 0ith educationa! in"titution" and

*rofe""iona!" around the 0or!d to encourage the ado*tion and ada*tation of theeducationa! *rogramme to regiona! and !oca! need"/ The modu!e" offer theground0or u*on 0hich educator" can dee!o* ne0 cour"e" and enhance e1i"ting

*rogramme"/

AUDIENCEFORTHEMPSR STUDYPROGRAMME

The *rimar# c!ient for the MPSR Stud# Programme" educationa! too!" the modu!e")ca"e "tudie") manua!" and a""ociated training materia!" i" the record?ee*ing"*ecia!i"t) *articu!ar!# ut not e1c!u"ie!# the record" manager or archii"t 0oring inthe *u!ic "ector/ The materia!" are e"*ecia!!# u"efu! in he!*ing to rai"e the !ee! ofe1*erti"e and com*etence among"t 0oring *rofe""iona!" 0ho ma# not hae the

o**ortunit# to !eae their *o"ition" for e1tended *eriod" of "tud#/ Man# e!ement" inthe "tud# *rogramme are a!"o de"igned to e of a!ue to officia!" and "enior manager"in centra! and !oca! goernment 0ho need to under"tand the critica! ro!e recordee*ing *!a#" in a""uring the 6ua!it# of their o*eration"/ 4hi!e the modu!e" addre""man# *u!ic "ector record?ee*ing i""ue") the# "hou!d a!"o e u"efu! for record ee*er"in the *riate "ector/

USESOFTHEMPSR STUDYPROGRAMMESELF-STUDY

At it" "im*!e"t) the MPSR Training Programme "ere" a" a "e!f?"tud# *rogramme foran#one intere"ted in !earning aout record" and archie" management/ The modu!e"are organi"ed to a!!o0 reie0 and "e!f?a""e""ment # "tudent"/ Each modu!e inc!ude"a "ection on HMethod of Stud# and A""e""ment) indicating the numer of !e""on" inthe modu!e and the e"timated amount of time the "tudent "hou!d *!an to "*end on each/

Each modu!e a!"o inc!ude" a de"cri*tion of aim" and outcome"/ Thi" "ection indicate"0hat the modu!e "et" out to teach 9the aim"; and 0hat the "tudent "hou!d e1*ect to


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!earn 9the outcome";/ Student" are adi"ed to reie0 the"e aim" and outcome" eforeeginning and after com*!eting the modu!e) to en"ure the# are achieing the !earningoectie"/

A!"o inc!uded in the modu!e" are "e!f?a""e""ed actiitie" that a!!o0 the "tudent toe1amine the idea" in the modu!e in !ight of the rea!itie" of their o0n organi"ation"/Sugge"ted an"0er" to the actiitie" or ti*" for the "tudent are inc!uded at the end ofeach !e""on/ A "erie" of "tud# 6ue"tion" he!* the "tudent focu" on e# i""ue" in each!e""on and "ere a" a!ua!e too!" for en"uring the information in the !e""on ha" eenunder"tood/

If "tudent" are fo!!o0ing thi" *rogramme 0ithout forma! "u*eri"ion) the# ma# enefitfrom identif#ing a mentor 0ithin their organi"ation& "omeone 0ho can an"0er6ue"tion") di"cu"" "tud# 6ue"tion" and he!* determine "chedu!e" and dead!ine" forcom*!eting modu!e"/

DISTANCEEDUCATION

The training modu!e" are idea!!# to e u"ed 0ithin a forma!i"ed and accredited di"tanceeducation *rogramme) offered through a unier"it#) co!!ege) in"titute or othereducationa! agenc#/ To e u"ed a" a di"tance education *rogramme) the modu!e"0ou!d e "u**!emented 0ith "uch !oca! materia!" a" e1amination") a""ignment" andregiona!!# a"ed ca"e "tudie") ideo" or audiota*e"/

Regi"tration) maring and "u*eri"ion "#"tem" 0ou!d e re6uired to en"ure theiai!it# of "uch a *rogramme at a regiona! or nationa! !ee!/ The dee!o*er" of thi""tud# *rogramme encourage educationa! in"titution" around the 0or!d to con"ideru"ing the"e modu!e" a" *art of a forma!i"ed di"tance education initiatie/

FACE-TO-FACEINSTRUCTION

The modu!e" ma# a!"o e ada*ted to face?to?face in"truction) either a" *art of a regu!arunier"it# or co!!ege cour"e) or through "hort "eminar" or training "e""ion") "uch a"tho"e offered # *rofe""iona! a""ociation"/ The modu!e" ma# a!"o e u"ed for in?hou"etraining 0ithin archia! in"titution" or goernment or cor*orate office"/

REFERENCETOOLS

The modu!e" and re!ated re"ource" 0i!! a!"o e u"efu! reference too!") *articu!ar!# for

in"titution" 0ith e"ta!i"hed archie" or record" training *rogramme") 0hich can u"ethe materia!" to "u**!ement e1i"ting reading" and actiitie"/

MPSR STUDYPROGRAMMEMATERIALS

The MPSR Stud# Programme inc!ude" eighteen "e!f?"tud# modu!e" on record" andarchie" i""ue") organi"ed to addre"" core) adanced and "*ecia!i"t to*ic"/ Each of themodu!e" fo!!o0" the "ame "tructure and format) 0ith te1t+ figure") chart" and gra*h"+


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"e!f?a""e""ed actiitie"+ "e!f?"tud# 6ue"tion"+ and "ummarie"/ In each modu!e) the mainte1t i" diided into !e""on") a"ed on a !ogica! dii"ion of "uect" or i""ue"/

In addition to the modu!e") there are "een a""ociated training manua!") a "erie" of

>8 ca"e "tudie") a g!o""ar# of term") a guide to additiona! "ource" of information onrecord" and archie" i""ue" and a re"ource too! for educator"/ The com*onent" of theMPSR Stud# Programme are !i"ted e!o0) fo!!o0ed # a rief de"cri*tion of each ofthe modu!e"/


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MODULES

The Management of Pu!ic Sector Record"& Princi*!e" and Conte1t

Organi"ing and Contro!!ing Current Record"

Bui!ding Record" A**rai"a! S#"tem"

Managing Record" in Record" Centre"

Managing Archie"

Pre"ering Record"

Emergenc# P!anning for Record" and Archie" Serice"

Dee!o*ing Infra"tructure" for Record" and Archie" Serice"

Managing Re"ource" for Record" and Archie" Serice"

Strategic P!anning for Record" and Archie" Serice"

Ana!#"ing Bu"ine"" S#"tem"

Under"tanding Com*uter"& An Oerie0 for Record" and Archie" StaffAutomating Record" Serice"

Managing E!ectronic Record"

Managing (inancia! Record"

Managing $o"*ita! Record"

Managing Lega! Record"

Managing Per"onne! Record"

MANUALS

Managing Current Record"& A Procedure" Manua!Re"tructuring Current Record" S#"tem"& A Procedure" Manua!

Managing Record" Centre"& A Procedure" Manua!

Managing Archie"& A Procedure" Manua!

P!anning for Emergencie"& A Procedure" Manua!

A Mode! Record" and Archie" La0

A Mode! Scheme of Serice for a Record" and Archie" C!a""

CASE STUDIES

The Management of Pu!ic Sector Record"& Ca"e Studie" 9> o!ume";

ADDITIONAL RESOURCE TOOLS

Introduction to the MPSR Stud# Programme

G!o""ar# of Term"

Additiona! Re"ource"

4riting Ca"e Studie"& A Manua!

Re"ource" for Educator"



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MANAGEMENTOFPUBLICSECTORRECORDS: PRINCIPLESANDCONTEXT

Thi" oerie0 modu!e introduce" e# conce*t" and *rinci*!e" ino!ed in effectie

record ee*ing/ It *roide" a a"ic oerie0 for the entire MPSR Stud# Programme)out!ining the main conce*t" di"cu""ed in "u"e6uent modu!e"/ The modu!e a!"oe1amine" im*ortant *rinci*!e") "uch a" the !ife c#c!e and continuum conce*t") andguide" u"er" to more e1ten"ie !iterature in tho"e area"/

In *articu!ar) thi" modu!e con"ider" the fo!!o0ing to*ic"&

the nature of record"

e# termino!og#) *rinci*!e" and conce*t" in record" and archie" management

the im*ortance of managing recorded information a" a "trategic re"ource

e# record?ee*ing function" the re6uirement" for dee!o*ing and maintaining an integrated record" management

*rogramme

the action" re6uired to re"tructure e1i"ting "#"tem"

the mean" of "u"taining an integrated record" management *rogramme/

ORGANISINGANDCONTROLLINGCURRENTRECORDS

rganising and Controlling Current Recordsdi"cu""e" the care of record" created a"*art of the current u"ine"" actiitie" of goernment office" or regi"trie"/ It addre""e"

the rea!it# of dee!o*ing and managing effectie record?ee*ing "#"tem") *articu!ar!#in organi"ation" a"ed on an Eng!i"h tradition/ It offer" e"t *ractice "o!ution" to "uchi""ue" a" creating) identif#ing) c!a""if#ing) "toring and retrieing record" in centra!i"edor decentra!i"ed regime"/

The modu!e di"cu""e"

dee!o*ing a record?ee*ing *rogramme 0ithin the organi"ation

dee!o*ing inte!!ectua! and *h#"ica! contro!" for record"

creating) ca*turing and identif#ing record"

hand!ing) *roce""ing) maintaining) moing and "toring record"

dee!o*ing and managing "#"tem" to regu!ate and admini"ter acce"" to and u"e of

record"/

BUILDINGRECORDSAPPRAISALSYSTEMS

Thi" modu!e out!ine" the *rinci*!e" and *ractice" ino!ed 0ith record" a**rai"a!& thati") the *roce"" of identif#ing tho"e record" 0ith enduring a!ue to e e*t a" archie")and tho"e record" that ma# e ma# e de"tro#ed once u"ine"" and "tatutor#re6uirement" are "ati"fied/ Recogni"ing that a**rai"a! *roce""e" com*ri"e one of themo"t com*!e1 a"*ect" of record ee*ing) the modu!e e1*!ain" the nature of a**rai"a!



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and di"cu""e" maor a**rai"a! theorie"/ It then *re"ent" *ractica! a**rai"a! mode!")0hich u"er" of the modu!e can con"ider in re!ation to the theorie" and *rinci*!e"

*re"ented/

Building Records A!!raisal S"stemsinc!ude" di"cu""ion of under"tanding record" a**rai"a! and e# a**rai"a! theorie" and "trategie"

managing a**rai"a! *roce""e" and actiitie"

determining a**rai"a! criteria

dee!o*ing and managing record" retention and di"*o"a! "chedu!e"

di"*o"ing of record"/

MANAGINGRECORDSINRECORDSCENTRES

Thi" modu!e e1*!ore" the ro!e of record centre" in *roiding effectie) off"itemanagement for record" no !onger needed regu!ar!# for the conduct of current u"ine""

ut that mu"t e retained tem*orari!# unti! a!! !ega! or admini"tratie re6uirement" forretention are "ati"fied/ The modu!e focu"e" on the e# ca*acitie" and "erice"

*roided # a record" centre and on 0a#" to o*timi"e it" management a" a !o0?co"t)high?"erice faci!it#/

S*ecific to*ic" inc!ude

under"tanding the characteri"tic" of a functiona! record" centre

dee!o*ing an admini"tratie "tructure for "emi?current record" management

determining re"ource re6uirement"

ea!uating 6ua!it# and *roductiit# of record centre "erice" and o*eration"/

MANAGINGARCHIVES

Thi" modu!e di"cu""e" the care of archie"& tho"e record" that hae een identified a"haing enduring a!ue and thu" mu"t e *rotected 0ithin an archia! enironment/ Ite1amine" the ro!e of archie" in "ociet#) the im*ortance of dee!o*ing a**ro*riate

*o!icie" and *rocedure" and the !ega! re"*on"ii!itie" of archia! regime") *articu!ar!#tho"e "ering the *u!ic "ector/

Offering oth theoretica! ana!#"i" and e"t *ractice e1am*!e") Managing Archivescon"ider" the *rinci*!e" and *ractice" ino!ed 0ith

admini"tering the archie" re*o"itor#

dee!o*ing and maintaining an acce""ion" "#"tem

arranging and de"criing archie"

*roiding reference "erice"

dee!o*ing outreach *rogramme"/


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PRESERVINGRECORDS

Thi" modu!e e1amine" the "te*" re6uired to en"ure that record" and archie" are

*h#"ica!!# *rotected/ Recogni"ing that the !ee! of care *roided for record" arie"de*ending on their continuing uti!it# and enduring a!ue) the modu!e con"ider" the*rinci*!e" of *re"eration and their a**!ication acro"" the record" continuum/ In*articu!ar) it addre""e" the management concern" ino!ed 0ith dee!o*ing a*re"eration *rogramme/

Preserving Recordse1amine"

the cau"e" of deterioration and damage in record"

the re6uirement" for "ecurit# and ade6uate *rotection of record" and archie"

*re"eration i""ue" re!ated to "*ecific media

the com*onent" of a com*rehen"ie record" *re"eration *rogramme/

EMERGENCYPLANNINGFORRECORDSANDARCHIVESSERVICES

Thi" modu!e out!ine" the "te*" ino!ed in e"ta!i"hing and maintaining emergenc#*!anning *rogramme" and *rotecting ita! record"/ No organi"ation i" tota!!# immunefrom emergencie" or di"a"ter") either from natura! cau"e" or human action/ In order to

*rotect them"e!e" and their a""et") inc!uding record" and archie") man# organi"ation"dee!o* emergenc# *!an"/ Thi" modu!e e1amine" the *roce"" of dee!o*ing anemergenc# *!an to *rotect *eo*!e and *ro*ert# and en"ure that) in the eent of anemergenc#) action i" taen immediate!# to reduce the damage incurred and in"tituterecoer# *rocedure"/ Becau"e not a!! record" can e *rotected e6ua!!# in anemergenc#) thi" modu!e a!"o e1amine" the ta" of identif#ing ita! record" tho"erecord" e""entia! to the organi"ation" u"ine"" and en"uring tho"e record" are

*rotected fir"t/

The modu!e di"cu""e"

identif#ing ri"" to record" and archie"

*re*aring an emergenc# *!an

identif#ing and *rotecting ita! record"/

DEVELOPINGINFRASTRUCTURESFORRECORDSANDARCHIVESSERVICES

The core modu!e" of the MPSR Stud# Programme de"crie the *rofe""iona! conce*t"and actiitie" ino!ed in managing record" to fu!fi! the u"ine"") regu!ator# andcu!tura! re"*on"ii!itie" of goernment/ Thi" modu!e concentrate" on e6ui**ingmanager" 0ith the additiona! no0!edge and "i!!" needed to e"ta!i"h and maintain the!ega!) regu!ator# and o*erationa! frame0or nece""ar# to *roide e""entia!record?ee*ing "erice"/


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#evelo!ing $nfrastructures for Records and Archives Servicesdi"cu""e"

the need for com*rehen"ie and rou"t "#"tem" to manage *u!ic "ector record" in

order to ma1imi"e goernment "erice 6ua!it# and de!ier#) en"ure c!ient

"ati"faction and *rotect citiFen" right") a" 0e!! a" to en"ure accountai!it# andtran"*arenc# 0ithin the organi"ation

the im*ortance of e1amining the !ega!) regu!ator# and organi"ationa! conte1t 0ithin

0hich the organi"ation o*erate") *articu!ar!# 0ith regard to record" care

the ta" of e1amining "taffing "tructure" and en"uring the# are ade6uate to fu!fi!

centra! record" and archie" management ta""/

STRATEGICPLANNINGFORRECORDSANDARCHIVESSERVICES

Thi" modu!e di"cu""e" the no0!edge and "i!!" needed # manager" to *!an and

maintain the organi"ation" record" and archie" "erice"/ In *articu!ar) it focu"e" ontechni6ue" and *rinci*!e" ino!ed 0ith "trategic management and organi"ationa! change/

Strategic Planning for Records and Archives Servicese1amine"

conce*t" and techni6ue" for *!anning) *articu!ar!# "trategic thining and *!anning

the *roce"" of *!anning and e"ta!i"hing an integrated record" and archie"

management *rogramme

the ro!e of *roect management in record ee*ing

the im*ortance of *romoting record" and archie" "erice" 0ithin the goernment or

organi"ation conce*t" and techni6ue" for the ea!uation of management "#"tem"/

MANAGINGRESOURCESFORRECORDSANDARCHIVESSERVICES

Effectie re"ource management i" the acone of an effectie record?ee*ing "#"tem/Thi" modu!e di"cu""e" the de"ign and management of re"ource management

*rogramme") *articu!ar!# for the *u!ic "ector/ It focu"e" on e6ui**ing manager" 0iththe additiona! no0!edge and "i!!" needed to identif#) "ecure and de*!o# the re"ource"nece""ar# for "ucce""/

To*ic" di"cu""ed inc!ude

managing human re"ource") inc!uding otaining "taff and dee!o*ing their "i!!" and

ai!itie"

managing financia! re"ource"

managing *h#"ica! re"ource"/


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ANALYSINGBUSINESSSYSTEMS

Bu"ine"" "#"tem" ana!#"i" i" fa"t ecoming a critica! com*onent of effectie record"management+ thi" modu!e introduce" e# conce*t") theorie") too!" and *ractice" of

u"ine"" "#"tem" ana!#"i"/ The information *roided i" a**!ica!e in oth the *u!icand *riate "ector/ Anal"sing Business S"stemsa!"o e1amine" the "te*" ino!ed 0ithana!#"ing organi"ationa! *ractice" and re"tructuring them to im*roe efficienc# andaccountai!it#/

In *articu!ar) the modu!e out!ine"

the methodo!og# and techni6ue" of u"ine"" "#"tem" ana!#"i"

u"ine"" "#"tem management too!" and actiitie"

the a**!ication of u"ine"" "#"tem" ana!#"i" to record?ee*ing 0or/

UNDERSTANDINGCOMPUTERS: ANOVERVIEWFORRECORDSANDARCHIVESSTAFF

The *eo*!e u"ing the MPSR Stud# Programme 0i!! ineita!# hae differente1*erience" 0ith automation in their organi"ation"/ Some ma# e high!# fami!iar 0ithcom*uteri"ation+ other" ma# not hae the o**ortunit# to acce"" and u"e com*utertechno!ogie"/ Thi" introductor# modu!e aim" to fami!iari"e u"er" 0ith "ome of the

a"ic conce*t" of u"ing com*uter"/ In *articu!ar) it "ee" to he!* *eo*!e under"tand thet0o other com*uter?re!ated modu!e" in thi" *rogramme&Automating Records ServicesandManaging %lectronic Records&

Thi" oerie0 modu!e e1*!ain"

the com*onent" of a com*uter "#"tem

ho0 com*uter" 0or

the different "torage media that are common!# a""ociated 0ith a com*uter

0a#" in 0hich com*uter" "u**ort organi"ationa! and u"ine"" actiitie"/

AUTOMATINGRECORDSSERVICES

Thi" modu!e con"ider" the ro!e com*uter" and information techno!ogie" *!a# in themanagement of information and record?ee*ing "#"tem"/ Man# office") regi"trie" and

archia! in"titution" are com*uteri"ing their admini"tratie "#"tem" # automating "uchfunction" a" record creation) fi!e management and retriea!) acce""ioning) de"cri*tionand "o on/ Thi" modu!e addre""e" *o""i!e com*uter a**!ication") fir"t introducingim*ortant *rinci*!e" and *ractice" ino!ed 0ith automation/

Automating Records Servicesdi"cu""e"

u"ing com*uter" for recorded information "#"tem" management

con"idering e# information techno!og# a**!ication" to enhance record?ee*ing

effectiene""

identif#ing the deci"ion" and "te*" ino!ed 0ith dee!o*ing an automation *!an


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choo"ing or dee!o*ing a**ro*riate "oft0are and hard0are

ea!uating the effectiene"" of automated "#"tem"

automating or u*grading record" and archie" function"/

MANAGINGELECTRONICRECORDS

Thi" modu!e e1amine" the management of record" and archie" created u"ingdigita! techno!ogie"/ Recogni"ing that the management of e!ectronic record" i" acom*!e1 and ra*id!# changing "uect) thi" modu!e focu"e" on core *rinci*!e" and

e"t *ractice" and then direct" u"er" to the e1ten"ie and gro0ing od# of !iteratureemerging around the 0or!d on more adanced e!ectronic record" i""ue"/

Managing %lectronic Recordsout!ine"&

a"ic conce*t" of e!ectronic record ee*ing

the nature of an e!ectronic record" *rogramme

i""ue" ino!ed 0ith creating) u"ing and *re"ering e!ectronic record"

management and *rogramme?!ee! i""ue" ino!ed 0ith the care of e!ectronic

record"/

MANAGINGFINANCIALRECORDS

Thi" modu!e out!ine" the conce*t") *roce""e" and too!" u"ed to achiee effectiemanagement of the organi"ation" financia! record"/ It doe" not re*eat information

aout core record" management *ractice" addre""ed in other modu!e"/ Rather) itfocu"e" on the "*ecific i""ue" re!ated to e# record" generated # fi"ca! actiit#/

5e# i""ue" coered inc!ude

identif#ing "taeho!der" in the financia! management *roce""

ana!#"ing financia! management function") *roce""e" and outcome"

ana!#"ing financia! management information "#"tem" and record"

the conce*t of an integrated financia! management "#"tem/

MANAGINGHOSPITALRECORDS

Thi" modu!e focu"e" on the "*ecific" of managing the admini"tratie and *atient ca"efi!e" generated in a ho"*ita! enironment/ Particu!ar to*ic" addre""ed are

under"tanding the nature and a!ue of ho"*ita! record"

dee!o*ing a *rogramme for the management of ho"*ita! record"

managing admini"tratie record" and ca"e fi!e" in ho"*ita!"

under"tanding information techno!og# a**!ication" and i""ue" for ho"*ita! record

ee*ing/


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MANAGINGLEGALRECORDS

Thi" modu!e con"ider" dee!o*ing a "#"tem for the effectie management of !ega! andudicia! record"/ The modu!e e1amine" the "*ecific i""ue" re!ated to !ega! and udicia!

record" care/ It di"cu""e"

ee*ing record" in a !ega! enironment

dee!o*ing a !ega!udicia! record" management *rogramme

managing court) *o!ice and *ro"ecution record"

con"idering information techno!og# a**!ication" and i""ue" for !ega! record

ee*ing/

MANAGINGPERSONNELRECORDS

Thi" modu!e di"cu""e" the management of *er"onne! record" from creation todi"*o"ition/ It e1amine"

under"tanding *er"onne! management u"ine"" *roce""e" and record"

identif#ing "taeho!der" in the *er"onne! management *roce""

managing *er"onne! record" in a manua! form

managing *er"onne! record" in a mi1ed *a*ere!ectronic enironment/

OTHERELEMENTSINTHEMPSR STUDYPROGRAMME

MANUALS

Accom*an#ing the MPSR Stud# Programme modu!e" are a "erie" of e"t *ractice andtraining manua!") com*!ete 0ith form") chart" and chec!i"t") de"igned to demon"trateat !ea"t one *ractica! a**!ication of the conce*t") theorie" and *rinci*!e" addre""ed inthe modu!e"/

The manua!" 0i!! e *articu!ar!# u"efu! for in?hou"e educationa! *rogramme" ingoernment") 0here ada*tation of the content of the manua!" can "ere a" *art of theeducationa! e1erci"e and re"u!t not on!# in enhanced under"tanding ut a!"o im*roed"#"tem"/

The fo!!o0ing "*ecific manua!" hae een dee!o*ed&

Managing Current Record"& A Procedure" Manua!

Re"tructuring Current Record" S#"tem"& A Procedure" Manua!


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Managing Record" Centre"& A Procedure" Manua!

Managing Archie"& A Procedure" Manua!

P!anning for Emergencie"& A Procedure" Manua!

A Mode! Record" and Archie" La0

A Mode! Scheme of Serice for a Record" and Archie" C!a""/

CASESTUDIES

The modu!e" in the MPSR Stud# Programme are "u**!emented # a "erie" of ca"e"tudie") intended to i!!u"trate e# i""ue" of theor# and *ractice through rea!?!ifee1am*!e" from around the 0or!d/ A tota! of >8 ca"e "tudie" hae een dee!o*ed)i!!u"trating "ituation" in "uch countrie" a" Au"tra!ia) Canada) (ii) Ghana) 3amaica)

Ma!a#"ia and the United 5ingdom/ The ca"e "tudie" are de"igned to re!ate direct!# to"*ecific modu!e") "o that the# ma# e ea"i!# u"ed a" "u**!ementar# teaching materia!"/

The ca"e "tudie" addre"" re!eant i""ue") "uch a"

automating record" and archie" management "#"tem"

managing e!ectronic record" 0ith !imited re"ource"

migrating e!ectronic record" from o!d or o"o!ete com*uter "#"tem" to current

"#"tem"

*re*aring di"a"ter *!an" in archie" and in office enironment"

managing *re"eration and re"toration "erice" in area" 0ith e1treme c!imate"

managing centra!i"ed er"u" decentra!i"ed record" management

rei"ing archie" !egi"!ation to "ere accountai!it# and tran"*arenc# in goernment

managing !imited re"ource" effectie!# in oth the *u!ic and *riate "ector

managing ho"*ita!) *er"onne! and !ega! ca"e fi!e"/

INTRODUCTION TO THE MANAGEMENT OF PUBLIC SECTOR RECORDS STUDY

PROGRAMME

Thi" document i" inc!uded 0ith the other MPSR Stud# Programme materia!" to*roide an oerie0 of the *rogramme and indicate 0here *eo*!e ma# go to otainmore information/


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GLOSSARY

The Glossar"dra0" u*on the 0or of the Proect Grou* on Termino!og# of the

Internationa! Counci! on Archie" 9ICADAT;) 0hich i" *re*aring for *u!ication acom*!ete!# rei"ed er"ion of 4a!ne) Peter 9ed/;/#ictionar" of Archival 'erminolog"/ICA $andoo" Serie"


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VIDEOS

The MPSR Stud# Programme ha" een enhanced # the dee!o*ment of a "erie" ofideo fi!m" aimed at creating a greater a0arene"" of record" and information i""ue"/The ideo" high!ight the im*ortance of managing record" and archie" a" "trategicinformation re"ource"/ The# dea! 0ith "uch to*ic" a" the im*ortance of efficientrecord" management for citiFen" right") good goernment) accountai!it# and themanagement of record" in the tran"ition to an era of e!ectronic goernment/ (or moreinformation aout the"e ideo") contact the Internationa! Record" Management Tru"t/

MPSR STUDYPROGRAMMEPERSONNELInformation and record" *rofe""iona!" from around the 0or!d hae contriuted to thedee!o*ment of the Management of Pu!ic Sector Record" Stud# Programme/ Each ofthe author" and contriutor" i" identified in the *articu!ar modu!e" to 0hich he or "heha" contriuted/ Partici*ant" in the *rogramme inc!ude internationa!!# recogni"edarchia! educator") record" management con"u!tant") former and current nationa!archii"t" and "*ecia!i"t" in "*ecific a"*ect" of record" care "uch a" u"ine"" "#"tem"ana!#"i") emergenc# *!anning) financia! record" management and e!ectronic record"management/

OUTCOMESANDFUTUREDIRECTIONSIt i" ho*ed that "tudent" 0i!! derie man# enefit" from com*!eting the MPSR Stud#Programme/ The outcome" of their "tudie" 0i!! range from an im*roed under"tandingof record" and archie management i""ue" to an increa"ed *rofe""iona! "tatu" 0ithintheir o0n organi"ation/

$o0eer) in addition to the *er"ona! achieement" deried # "tudent") there are 0ideroutcome" eneficia! to the organi"ation and the communit# a" a 0ho!e/ The"e inc!ude

a greater under"tanding of record" and archie" management # record"

*rofe""iona!"

im*roed record" and archie" management "#"tem" 0ithin goernment

greater accountai!it# 0ithin goernment

the integration of information "#"tem" throughout goernment

an increa"ed *rofe""iona! *rofi!e for record" manager" and archii"t"/

It i" ho*ed that) u!timate!#) the im*!ementation of the MPSR Stud# Programme in

countrie" around the 0or!d 0i!! !ead to the gro0th and adancement of the record"


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management *rofe""ion and) con"e6uent!#) the im*roed care of record") oth *u!icand *riate) 0or!d 0ide/


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FORMOREINFORMATION

The *roduct" and training materia!" of the MPSR Stud# Programme themodu!e") ca"e "tudie") manua!") ideo" and a""ociated re"ource" are aai!a!efrom the Internationa! Record" Management Tru"t/ (or more information on theMPSR Stud# Programme) contact

International Records Management Trust

MPSR Stud# Programme Proect Manager

-2 3ohn Street

London 4C-N 2EB) U5

Te!& 788 9:; 2: - 8-:-

(a1& 788 9:; 2: -

IRMT Ed Rec Intro (1)

Documents

Transcript of IRMT Ed Rec Intro (1)