7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 1 Records Management in Review

© 2002 South-Western Educational Publishing Information Age  Computers—information-processing machines—play a key role in information systems  Businesses must have up-to-date information in the right form, at the right time, in the right place to make management decisions

© 2002 South-Western Educational Publishing Management  The process of using an organization’s resources to achieve specific goals through the functions of  Planning  Organizing  Leading  Controlling

© 2002 South-Western Educational Publishing Record  Stored information  In any media or with any characteristics  Made or received by an organization  Provides evidence of its operations  Has value requiring its retention for a specific period of time

© 2002 South-Western Educational Publishing Records Management  The systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval to their ultimate disposition

© 2002 South-Western Educational Publishing How Records Are Classified  By use  By place of use  By value to the organization

© 2002 South-Western Educational Publishing Why Records Are Used  Administrative value—to help employees perform office operations  Fiscal value—to conduct current or future financial business  Legal value—to provide evidence of business transactions  Historical value—to furnish a record of the organization’s operations

© 2002 South-Western Educational Publishing History  Early records  Based on simple trade transactions  Created by hand  Almost entirely paper documents  Modern records  Include many types of information in many forms  Technology plays a big role in creation and management

© 2002 South-Western Educational Publishing Trends  Electronic records  Electronic mail  Electronic data interchange (EDI)  Internet and World Wide Web  Document imaging  Integrated electronic recordkeeping systems  Knowledge Management

© 2002 South-Western Educational Publishing Legislation  Hoover Commissions  1946 — Established the General Services Administration (GSA) to improve government practices and controls in records management  1955—Established a government-wide records management program under the direction of the GSA to oversee the reduction of paperwork in each government agency

© 2002 South-Western Educational Publishing Legislation  Federal laws and rules  Freedom of Information Act, 1966 — gives you the right to see information about yourself  Privacy Act, 1974 — gives you the right to exclude others from seeing records with information about you  Others

© 2002 South-Western Educational Publishing Records Life Cycle Creation Distribution Use Maintenance Disposition

© 2002 South-Western Educational Publishing Records Management Programs  Effective programs include  Well-defined goals understood by all workers  A simple, sound organizational plan  Efficient procedures for managing each stage in the record’s life cycle  Well-trained staff

© 2002 South-Western Educational Publishing Problems  Common problems in records systems include  Management problems—no overall plan for managing records or evaluating workers  Human problems—lack of concern, hoarding records  Inefficient filing procedures— overloaded drawers, poor labeling, misfiles

© 2002 South-Western Educational Publishing Problems  Common problems in records systems include  Poor use of equipment—no standards, no use of fire-resistant equipment  Inefficient use of space—crowded working conditions, poor layout  Excessive records costs—inefficiency due to various problems leading to high costs

© 2002 South-Western Educational Publishing Careers  Opportunities to work with records exist in every type and size of office  Examples from large organizations Level Job Title Managerial levelRecords Manager Supervisory levelRecords Center Supervisor Forms Supervisor Operating levelRecords Clerk Forms Analyst Level Job Title Managerial levelRecords Manager Supervisory levelRecords Center Supervisor Forms Supervisor Operating levelRecords Clerk Forms Analyst

© 2002 South-Western Educational Publishing ARMA International  Association of Records Managers and Administrators, Inc.  Important professional group interested in improving  Educational programs in schools and industry  On-the-job knowledge about records management