Management of records policy english the world bank. 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. Basics of records management florida state capitol. Ministry of education national archives of namibia draft. This policy incorporates two additional forms, the. When a state entity creates a record, a plan must exist for where the record will be kept, how long it should be kept, will it need to be preserved for historical reasons, or will it eventually be destroyed. All the ago records must be printed and placed on the registered file. The records retention schedule lists each record, provides a brief description of the record, the primary record value, the highest level of data classification, and identifies the retention period and the disposal method. The college cio is responsible for college record management. Records management is the system an office uses to create, maintain, and preserve or destroy its records. This manual implements the policy set forth in secretary of the navy instruction.
This includes identifying, classifying, storing, securing, retrieving, tracking and destroying or permanently preserving. Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. The object of proper files management is to be able to find the record you need quickly and economically, regardless of its format. This policy establishes standards for document management across all of the universitys functions and operations, and for ensuring documents are created, maintained and disposed of appropriately, taking full account of operational needs. Director of it services, has expanded and clarified policy and practice regarding indexing, filing, storing, and disposing of college records. Inquiries regarding records retention and disposition including requests by responsible offices to amend the retention schedule should be directed to the chief. The file classification plan and security framework is a tool used to build consistent titles for all ombudsman electronic and physical files which enables staff to. As used in this policy, the following terms will have the following meanings.
The first step in identifying major record groups is to inventory each type of record and record keeping system within your organization. Record storage boxes and file drawers should be clearly marked with a description or workable code that is sufficiently effective to retrieve the information later. These files must be securely maintained and accessed only as authorized by applicable law, guidelines, regulations, agency policy, and by consent of the tenant. The ago has a print to paper policy for the retention of 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. Records management policy, policies and regulations. Document and records management policy policyguidance 3 of 10 5. Records management policy university of canterbury. Records management policy a policy to establish a framework for the creation and management of records at teh attorney generals office.
How to organize computer files electronic file management tips. Record keeping is one of your most important responsibilities as a small business owner. Section 7, and specifically managing email records, archival pdf images, web records, and the challenges to records management posed by web 2. Government, is responsible for developing federal records management policies and guidance related to records creation, management, and disposition with an emphasis on. Preamble sound records management is fundamental to good governance and effective and efficient administration.
Whilst this document may be printed, the electronic version posted on the intranet, and copied to the internet, is the controlled copy. Jul 28, 2015 records management policy a policy to establish a framework for the creation and management of records at teh attorney generals office. The records management policy establishes specific requirements to effectively and efficiently identify, manage, search, retrieve and provide access to records throughout their lifecycle. Apr 29, 2008 records management is the system an office uses to create, maintain, and preserve or destroy its records. Government, is responsible for developing federal records management policies and guidance related to records creation, management, and disposition with an emphasis on electronic records.
This procedure applies directly to policy 6701, records management. Rm includes everything from the creation of a record to its disposal. Records and imaging policy and procedures for use by local and state agencies january 2015. As with any policy or procedure, records management is not free from complications and issues. A document is a piece of information usually in written form that ofgem has produced or received. The records management policy and procedure the records management policy has been.
Essentially, it comprises anything that is part of a business transaction. It forms the basis for formulating policy, managing resources and delivering services to the public. Property managers and related staff should not have access to these confidential files. Understanding the file plan helps users know where to file their records and helps others know where to find the records they need to complete their tasks. Records management policy health education england. The seven attributes of an effective records management program. Nonrecords are not covered by this records management policy and therefore do not need to be retained, stored, disposed of or destroyed in accordance with procedures create under this policy and state law. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information.
The snowdonia national park authority considers effective record management to be a key administrative function. In accordance with the interim records management program policy issued march 30, 2004, electronic records, such as email and word processing documents, must be maintained in an approved electronic records management system meeting the requirements of doestd40012000, or be printed and retained as paper files. Our files management planning manual provides guidance for establishing and maintaining the records of your office by the most efficient and economical means available. Files management planning records management services. A retention and disposal programme ensures that saqa maintains only those records it really needs for functional and historical purposes. For more information about the retention of any type of record listed here, contact the official repository. Records management has been in place in public and government agencies, healthcare, and public companies for a long time, but its just starting to catch on in the private sector.
The best document management software for 2020 pcmag. May 24, 2011 the differences between a non record and a record are the reasons for keeping the information and how the information is used. Sample electronic records and imaging policy and procedures page 5 1. This policy should be tailored by the party responsible for the custodianship of an agencys or departments electronic records to the agencys specific electronic records management practices wherever applicable and should provide as much detail as possible. This policy is an affirmation that the municipality is committed to managing its information resources in a way that that will enhance its strategic value. Aug 09, 2019 records management regulations, policy, and guidance.
Page 1 of 22 document and records management policy document and records management policy 1. Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Records are critical to the delivery of world bank group wbg programs and services. Keeping records is an essential component of efficient project management. The university is committed to effective records management that includes meeting operational needs and legal requirements for record retention and privacy. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. For the purposes of this policy, a record is defined as recorded information, in any. Hightail business is a document management solution aimed mainly at creative businesses, so it focuses on large files like images and videos. Records management policy 2 document status this is a controlled document. The records management policy establishes a framework for the implementation of the universitys records management programme and ensures that full and accurate records of the universitys activities are created, captured, maintained, made accessible, stored and legally disposed of in accordance with legislative requirements.
It maintains records of its own internal functions and activities, as well as information about the national park, its environment and its heritage. The seven attributes of an effective records management. The differences between a nonrecord and a record are the reasons for keeping the information and how the information is used. The firms default period for client record retention files.
Guide 3 records management policy 2010 the national archives. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle. These terms are defined in the definition section of this policy. Records management policy george washington university. Records management policy 1 records management policy 1 preamble as a preeminent university in africa, driven by the pursuit of knowledge and innovation, with a unique institutional culture based upon the values the university espouses, the northwest university has adopted its first records management policy on 22 november 20. The documents and records management policy demands that all staff of baylor college of medicine childrens foundation uganda take responsibility.
Record keeping for a small business participant guide money smart for a small business curriculum page 6 of 18 keep good records the term record keeping refers to the orderly and disciplined practice of storing business records. State of florida electronic records and records management practices administering an. Attending and signing off on training conducted by it staff or by the department of natural and cultural. Records management regulations, policy, and guidance. A records inventory is a complete and accurate listing of the locations and contents of your organizations records whether paper or electronic. The records management policy and outreach program, under the office of the chief records officer for the u. File maintenance of these records requires coordination among the places where they are stored hard drives on desk tops, laptops, on shared drives network. A comprehensive office file plan provides a location for every record in an electronic or paper filing system.
Sample electronic records and imaging policy and procedures page 6 procedural manuals system documentation. They enable the wbg to hold itself accountable to its own policies, as well as to commitments made to clients, stakeholders, and partners. The overall objective of the departments records and files management program is to provide efficient, economical, and effective management of all departmental information and records to include creation, use, maintenance, and disposition. The purpose of this records management policy is to ensure the creation. Records are a basic tool of government administration. A section addressing the challenges posed by electronic discovery, foia, and the records management related changes to the federal rules of civil procedure has been added see. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. Ensuring that all electronic records are covered by records retention schedules. The university is committed to effective records management that includes meeting operational needs and legal requirements for record retention and privacy protection, optimizing the use of space, minimizing the cost of record retention, and properly disposing of outdated records. Archives services are very widely used, for academic research, education, pursuit of family history, business, legal and other purposes. The wales audit office also has a statutory duty under the public records act 1958 to. Once the message is sent or forwarded to the epa messaging system, you must save the record in an approved epa electronic records management system.
This manual provides guidelines and procedures for the proper administration of a records management program. In some cases, the record will have a permanent retention period. Record management practice is now in place at camosun so that as a publically funded. Documents, records and record lifecycles, record organisation 5.