The challenge for information management is now less about managing activities that collect, store and disseminate information. Records and information management helping to maintain a compliant and defensible records management program in todays complex business environment, a comprehensive corporate records management program with processes that are consistent, repeatable, and auditable is a crucial component to the overall success of any business. Business functions, rim information governance practices, risk management, communications and marketing, information technology, and leadership. Records and information management for information technology. The journal for information professionals management. Understanding records management archives and records. Records management and document management information document management is a broad subject we wanted to devote an entire section that explains some of the higherlevel concepts related to record storage, legal implications of records storage, and some additional resources you can use to understand rim better. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. All the elements outlined in this part of iso 15489 are recommended to ensure that adequate records are created. Irm provides information management services that help organizations lower the costs, risks, and inefficiencies of managing. Records and information management core competencies, 2nd ed. Whether something is a university record as opposed to faculty records pertaining to teaching research or personal records depends on the information it contains and the context of its creation. She develops and teaches courses related to archives, records management, digital preservation, and information governance.
The increasingly complex regulatory and legal environment, along with the growing volume and changing. The information governance imperative in healthcare, by robert smallwood notes. The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. Understanding records management records management is 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. The start of any good records management program, whether one is going to develop their own records retention schedule or as the case here at osu where one is applying existing retention schedules, one has to know what records they have and are responsible for. The seven attributes of an effective records management. This includes identifying, classifying, storing, securing, retrieving, tracking and. Document control and records management process description.
Apr 29, 2008 records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Information and documentation records management part 1. Records and information management selfevaluation guide. Records and information management core competencies, 2nd. Together they ensure that reliable evidence of actions and decisions is kept and remains available for reference and use when needed, and that the organisation benefits. For more information about records management and record keeping issues, contact the records professionals at the uns archives and. Pdf on nov 22, 20, alwi mohd yunus and others published the records. 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. Position classification flysheet for records and information.
Recorded information, regardless of medium or characteristics, created, received, and maintained by an organization or person. Records and information management, second edition ala store. 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. Business functions, riminformation governance practices, risk management, communications and marketing, information technology, and leadership.
Ensure that all records created as a result of processes prescribed in this publication are maintained in accordance with afman 37123, management of records will convert to afman 33363, and disposed of in accordance with the air force records information management afrims records dispo. The records and information we have familiarity with numerous types of records. Principles and concept of the army records information management system 18, page 2 the army records information management system software application 19, page 6 office records lists 110, page 6 maintaining records for multiple organizations 111, page 7 maintaining records in libraries 112, page 7. The seven attributes of an effective records management program. Department of educations ed principal offices pos, employees. Presentation on introduction to records and information management. Pdf purpose this paper aims to present findings from research that evaluate the defectssnagging management process at construction project level. Information management guide to recordkeeping in the army. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along with the business transactions associated with them.
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. Fundamentals of professional practice, is an easy and very understandable read. Records and information management for information. Records and information management in todays complex business environment, a comprehensive corporate records management program with processes that are consistent, repeatable and auditable is a crucial component to the overall success of any business. This records management handbook supplements the information in sam. Reproduced versions are considered uncontrolled documents. This directive establishes the overall policies and procedures to be followed by the u.
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. This section describes the basic process elements for document control and records management. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. It includes the management of records through retention policies, classification, storage, preservation and destruction. Considered a key component of operational efficiency, record management adds more value to organizations information assets. Records management system rms is the management of records for an organization throughout the recordslife cycle. Each retention schedule includes clear and specific retention rules that identify the time period that records are to be retained and when the records should be destroyed. Records and information management rim professionals at all stages of their career can use records and information management core competencies, 2nd ed. To this end one conducts a records inventory, that is a complete and accurate. This handbook is intended to assist the creators and users of electronic records, information technology it staff, records management rm staff, and agency managers in managing electronic records in an effective, costefficient manner that also accommodates their public records responsibilities. Information is critical for the survival and growth of organisations and people.
Oct 25, 2018 records management is an administrative function that maintains an organizations records. Records and information management transition guidance i the official controlled version of this document resides in the lm electronic recordkeeping system and is maintained on the lm intranet for employee use. Understanding the difference between information management. A records management program outlines the when what and where of records maintenance, and specifies processes and procedures for the transfer and. Although rim specialists use computers to perform basic work processes, knowledge of the rules and processes of records and information management remains the paramount subject. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Arims focuses on the management of longterm and permanent records and allows the business process to manage the shortterm records.
The army records information management system arims this revision, dated 18 march 2003o changes the title from the modern army recordkeeping system to the army records information management system arims. A record can be tangible, such as paper and microfilm, or simply consist of digital information stored. This manual provides guidelines and procedures for the proper administration of a records management program. Information management, knowledge management, information technology, tacit knowledge, intuition, incentives, risks, reengineering introduction it is commonplace these days to say that knowledge is the most critical asset to be managed. The 5 steps to starting a records management program. Pdf records management and information processing on. Records management is an administrative function that maintains an organizations records. A variety of business drivers, including electronic commerce, emerging technologies, and privacy and security requirements, are compelling records and information management rim and information technology it professionals to collaborate to create cohesive information management solutions. Arma delivers the resources you need to succeed in a world filled with big data, blockchain, risk compliance and changes in technology. Records provide evidence of your units business activities and function. A records storage facility established to provide storage of inactive, temporary records. Yet not many people particularly not practitioners invest very much time in learning about what. Records management by judith readsmith, managing the crowd.
The records analysis section provides you, our client, the following support. Whether youre a small business owner or work for global corporation, you deal with information every day you receive it, you send it, you determine whats relevant, and you make decisions, whether consciously or subconsciously, about what information to retain. Records and information management transition guidance page i the official controlled version of this document resides in the lm electronic recordkeeping system and is maintained on 8. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Arma international serves professionals in the records, data and information governance industry looking to further their education, stay up to date on the latest news and network with other information management individuals. Records and information management transition guidance. Records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. However, this directive does not address all information resources management requirements affecting records management.
A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Records are a basic tool of government administration. As a grad student, i could not have asked for a better introduction to the profession. Officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. When conducting an agency records and information management selfevaluation, agency staff should use 36 cfr chapter vii, subpart b to ensure that the agencys records management program is in compliance with the applicable sections of 36 cfr chapter vii, subpart b. Records management for dummies cheat sheet dummies. Records and information management powerpoint presentation. Data that are kept in various information systems in the organization are. Records and information management was the first book to provide a lifecycle view of records management that includes both paper and electronic records and information and addresses the impact of web 2. Information management the army records information. Rim must be planned by management and linked to business requirements. Reproduced versions are co nsidered uncontrolled documents. Electronic records and records management practices.
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