Introduction to records management trainers manual office of the. Project records management project management is an approach, which helps managers to manage the projects. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. The general definition of a record is established under wis. Records management handbook digital asset management for. Records management training manual 5 in 2004, unesco launched a comprehensive, crossorganizational records manage ment programme to secure. 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. Feb 02, 2017 this video, created by the university of british columbias records management office, introduces key concepts of ubc policy 117. Sound records and information management practices are fundamental to the efficient and economical operations of any government agency. If records are created and maintained in a proactive manner, then the. An approach to getting started opright 21 records management as a part of an enterprise content management ecm strategy aiim the association for information and image management is the leading nonprofit organization focused on helping users to understand the challenges associated with managing. Pr1 directory of records classification 0650 10 2 of 18 procedure procedure standardized through its management.
For a description of records and their care see the. Project management also means using controls in place to meet the deadlines and. Can sharepoint online and office 365 be used as a records. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. The application manages all aspects of record declaration, categorization, and disposition. Any agency employee or contractor with responsibilities over a particular set of records is a records custodian. Required for agency records coordinators and for all new state employees as of january 2019. Appointment of records management liaison officer the city shall appoint a records management liaison officer rmlo in accordance with florida law, and the rmlo shall serve as the agency contact with the state of florida. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management. Records management can help make records easier to find by eliminating duplicates and out of date information.
When disasters strike, state and local governments with effective records and information management programs are more likely to be able to access essential records and reestablish critical business operations. Typically, a records center site is designed and configured by an organizations records management professionals and information technology it staff to support an organizations file plan. Identifying the records that support the agencys work is the foundation of a successful records management program. Ensure systems are in place to support recordkeeping. Inside the co 120 folder is a folder named co120 fall 2011 datafiles. All entries on the records retention schedule are approved.
The records analysis section provides you, our client, the following support. The 5 steps to starting a records management program. Records management refers to the applied practice of controlling and overseeing. These classes provide comprehensive information about records management topics. This document is frequently updated with new records series and retention periods.
Agenda for session 1 discover our goals and purpose for today. The short answer is that sharepoint 2016 and sharepoint online can be used to create a complete records management system using its offtheshelf capabilities. After completing this tutorial, you will have a better. Part ii is the subject file classification system used for. Records management manual 5 this manual provides records management rules, procedures and guidelines for all staff members at unescos secretariat. 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. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. This ensures nara complies with its records management obligations without endusers taking action. Introduction to archives and records management society of. Introduction to records and information management. General editor michael roper has had a wide range of experience in the management of records and archives. Uwmadison libraries uw archives and records management. Jun 17, 2014 this is a videoscribe presentation i created for hptrim training for a client. About the tutorial this tutorial will give you an idea of how to get started with sharepoint development.
The document management process consists of document creation, document control and records management. This online tutorial encourages agencies to destroy confidential records using a method that ensures the information cannot be reconstructed or accessed inappropriately. Records management covers all aspects of how we deal with information, both clinical and corporate, on a day to day basis. The iara records management division has developed three online tutorials for state employees. How and why we manage public records in state government, and how iara can help. Document control and records management process description.
This manual is designed to provide consistency for anyone delivering this training workshop. Many guidance documents have addressed aspects of the records management process. By ensuring records are available in case of litigation or fippa access to information requests or have been defensibly destroyed. Vital records are those records essential to the operation of the organization andor resumption of operations following a disaster. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Every organization must address objectives that add value to achieving its goals, including the systematic management of records. The seven attributes of an effective records management program.
Records management records management is an application of systematic and scientific control to the recorded information required in the operation of an organizations business robek et al, 1995 similarly, according to shepherd and yeo 2003, records management is the field of management responsible for the efficient. Records are a basic tool of government administration. Nov 30, 2016 implementation date for the new records management and documentation manual december 1, 2016. Records contacts assist the rmo in implementing an offices records management program. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the. By identifying protection requirements for records. This webinar provided by the maine state archives records management section describes all the basics youll need to know to undertake proper records managem. These are records that you must have to stay in business, such as accounts receivable, patents, current patient files, or payroll records. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Records management procedures manual depaul university. Located across the street from the governors mansion in raleigh, the records center serves as the physical, legal, and inform.
Records enable and support an organization to fulfill its mission. Records management advice for synods of the evangelical lutheran church in america. Use library list views to notify the records manager for deletion approval. This video is part of a records management 101 series. A record series is a group of records or documents. City of sebastian records management policies and procedures policy 1. There are a lot of scenarios when finding a record quickly will assist you in. Microsoft sharepoint is a browserbased collaboration, document management platform and content management system. Welcome to the records management training resource page.
The course will introduce students to the ways that archivists are responding to the challenge of managing and preserving electronic records. This manual provides guidelines and procedures for the proper administration of a records management program. This document has been produced to give some basic guidance to help individuals in their records management activities and draws on guidance from legislation and national regulatory guidance and standards including the. Records retention schedule for synods of the evangelical lutheran church in america. Records management by judith readsmith, managing the crowd. A records custodian must keep the rmo and the records contact informed of any issues regarding the records in their custody. Example of good file management in the left column, we can see that we are looking at the j drive. University archives collections university archives guidelines. The records center supports the entire records management process, from records collection through records management to records disposition.
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