Rim Bba (Aism) Lecture 2

8/13/2019 Rim Bba (Aism) Lecture 2

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MAJOR REASONS FOR ESTABLISHING A

RECORDS & INFORMATIONMANAGEMENT PROGRAMME

CORPORATE MEMORY MANAGEMENT DECISION-MAKING

LITIGATION SUPPORT (Legal purposes)

PAPERWORK VOLUME AND COSTREDUCTION


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ORGANIZATIONAL EFFICIENCY

LEGISLATIVE AND REGULATORYREQUIREMENTS

HISTORICAL REFERENCE

MAJOR REASONS FOR ESTABLISHING A

RECORDS & INFORMATION

MANAGEMENT PROGRAMMEcontd


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FORMS IN WHICH RECORDS AND

INFORMATION ARE STORED

Paper-based records

Microform-based (or Image-based)

Electronic-based (or digital-based)


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PLANNING THE RECORDS

AND INFORMATIONMANAGEMENT

PROGRAMME


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GOALS OF A RIM

PROGRAMME Goals must have connection with

organizations goals.

Overall goal of a records and

information management programme is

to provide the right information to theright person, at the right time, at the

lowest possible cost.


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GOALSContd To provide accurate, timely information

whenever and wherever it is needed.

To provide information at the lowest possiblecost.

To provide the most efficient records systems,including space, equipment, and procedures for

creating, storing, retrieving, retaining,transferring, and disposing of records.


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GOALSContd To protect information by designing and

implementing effective measures for records

control. To determine methods for evaluating all phases

of the records management programme.

To train company personnel in the most

effective methods of controlling and using

records.


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OBTAINING

MANAGEMENT SUPPORT Obtain support and commitment at the

beginning of planning process.

Educate management about the need for

programme.

Present a well-designed plan.

Inform all affected personnel of support

and commitment.


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USER SUPPORT AND

COMMITMENT Positive top-down attitudes.

User involvement in process.

Promote early user involvement.

Encourage participation.

Accept, solicit suggestions.

Make potential benefits known.

Provide routine updates.


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RECORDS INVENTORY Three major goals of a records inventory:

To define the present scope and status ofrecords to be managed.

To provide database for the development of arecords retention programme.

To provide information for other decisions inthe development of an effective records andinformation management programme.


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RECORDS INVENTORY

Contd A records inventory/survey is conducted to

determine:

What types of records are maintained.

Where records are stored.

What volume of records is kept within the

organization.What is the function of records.

The frequency of use of the records.


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PLANNING THE RECORDS

INVENTORY1. Obtain commitment and support from

top management.

2. Select personnel to conduct inventory.3. Obtain commitment from those who will

be working on the inventory.

4. Determine method to be used.5. Select or develop appropriate forms.

6. Plan schedule for inventory.


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USING INTERNAL CONSULTANT

TO CONDUCT INVENTORY

Advantages:

Has understanding of office and itsoperations.

Cost is usually less.

Work flow of office should proceedwithout much disruption

Availability to work on problems.


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USING INTERNAL CONSULTANT

TO CONDUCT INVENTORYContd

Disadvantages:

May have limited knowledge in records

management.

May not get cooperation of co-workers.

May lack enthusiasm.


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USING EXTERNAL CONSULTANT

TO CONDUCT INVENTORY

Advantages:

An expert in area of information andrecords management.

Full-time devotion to project.

Objectivity in proposingrecommendations.

Overcome resistance to change.


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USING EXTERNAL CONSULTANT

TO CONDUCT INVENTORYContd

Disadvantages:

Greater cost.Decisions could be made without delving deep

enough.

Insufficient detail to implement

recommendations effectively.

Unavailability to address problems afterproject is completed.


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SUBMITTING PROPOSAL A written proposal should include:

Detailed list of activities to be completed.

Schedule for completing activities.

Cost estimate.


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CONDUCTING THE

INVENTORY

1. Complete a preliminary purge.

2. Identify records series.

3. Identify required space.

4. Categorize records


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FINAL REPORT OF

FINDINGS

Report should be very clearly prepared.

Summarized data.

Tabulated data.

Proposed plan of action


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THE RECORDS ANALYSIS Records are analyzed to determine:

Records types common to mostdepartments.

Those unique to certain areas.

Different records types with samefunction.

Holder of record copy.


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RECORDS APPRAISAL An examination of data gathered through

records inventory to determine the value

of each records series to the organization.

Ensures that proper retention and

disposal of records are provided.

A retention schedule is developed.


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STEPS TO ESTABLISH

RETENTION SCHEDULE

1. Establish records series value.

Administrative Value

Fiscal Value

Legal Value

Historical Value


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STEPS TO ESTABLISH RETENTION

SCHEDULEContd

2. Establish retention periods.

Originating department

Legal counsel

Fiscal Officer

Executive branch


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STEPS TO ESTABLISH RETENTION

SCHEDULEContd

3. Determine requirements.

Records managers experience Knowledge of how organizations handle

similar records.

Information from published retentionschedules.

4. Finalize retention periods.


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THE RECORDSRETENTION

PROGRAMME


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RECORDS RETENTION

PROGRAMMEContd Developed to:

Retain and protect a companys vital

records.

Dispose of records that no longer serve a

useful purpose.


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RECORDS RETENTION

PROGRAMMEContd Major goals of a records retention

programme:

1. To Meet Organizational Needs.

2. To Meet Legal Requirements.


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FACTORS FOR LEGAL

SUFFICIENCY Records retention programme must be developed

in a systematic manner.

All records must be covered in the recordsretention programme.

Records maintained on media other than papermust be included in the records retention

programme. Records retention schedule must have writtenapproval by key personnel of the organization.


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FACTORS FOR LEGAL

SUFFICIENCYContd Records must be systematically destroyed

according to the records retention programme.

Records retention programme must be managed. Procedures must be in place to suspend

destruction of records involved with litigation and

government investigations.

Documentation relating to the destruction of

records must be maintained indefinitely.


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IMPLEMENTATION OF RECORDS

RETENTION PROGRAMME

Retention schedule preparation.

Retention schedule dissemination.

Retention schedule review and revision.

Development of retention policies manual.

Rim Bba (Aism) Lecture 2

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