Records Management: An Introduction

1
Records Management An Introduction

• LBSC/INFM 708X
• Dr. Jean Dryden
• 2 February 2009

2
Records Management

• Field of management 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
• (ISO RM Standard 15489-12001 3.16)

3
Life-cycle of a Record

• Creation receipt capture into RM system
• Distribution use
• Storage and maintenance
• Retention and disposition

4
Records

• Recorded information regardless of medium or
  characteristics created, received, and
  maintained as evidence and information by an
  organization or person, in pursuance of legal
  obligations or in the transaction of business
  (ISO RM Standard 15489-12001, 3.15 ARMA
  Glossary, 2000)
• the information by-products of social or
  organisational activity (Keeping Archives, 2nd
  ed., 1993, 469)

5
Activity

• an action or set of actions undertaken by an
  individual, a group of individuals or a corporate
  body, or by employees or agents acting on its
  behalf, and resulting in a definable outcome.
  (Shepherd Yeo, 2003, 2)

6
Characteristics of Records

• Content
• the facts of the activity (accurate complete)
• Context
• Information about the circumstances in which the
  record was created and used
• Structure
• Relationships between constituent parts of
  records and record-keeping systems
• (ISO RM Standard 15489-12001, 7.2.1)

7
Characteristics of Well-Managed Records (cont.)

• Authenticity
• Reliability
• Integrity
• Usability
• (ISO RM Standard 15489-12001, 7.2.2-7.2.5)