This barcode number lets you verify that youre getting exactly the right. Principles and practices principles and practice in. Defining the current state of records management over the last 10 years, as electronic information has grown to represent 90% of all information, information management strategies have been in reactive mode, responding to gaps in principles and infrastructure exposed by legal or regulatory imperatives. Jul 15, 2018 the silence of the archive principles and practice in records management and archives by valerie johnson, simon fowler, and david thomas preserving digital information by henry gladney. The archives act 1983 requires relevant authorities to keep proper records of the business of their organisation. A professional staff provides technical assistance to agencies in files and records management, vital records protection, micrographics, and archival preservation. The archives staff ensure records are received, processed according to archival standards, physically housed and protected and made available for. This webinar provided by the maine state archives records management section describes all the basics youll need to know to undertake proper records management. 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. Principles and practices principles and practice in records management and archives 9781783302062.
It will discuss those principles as they apply to the arrangement of record groups, subgroups, series, and individual items. 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. The book explores emerging issues, concerns, and approaches to archival theory and practice that modern archivists encounter, thereby reflecting the desire for a closer and more efficient working relationship between records management and archival work and giving readers a broad overview of principles of public records management. This statute is based on an international iso standard for records. Introduces students to the nature of records and how they differ from other information materials. Records, information and data principles and practice in records management and archives 1st edition by geoffrey yeo author 5. Be able to manage registries, records centres and archival institutions. The ideas of records life cycle and records appraisal are applied to the general concept of the records series records series. Records management is the 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. Concepts and principles for the management of electronic records, or records management theory is archival diplomatics article pdf available in records management journal 93. Records management is 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. These are the principles of good management of records. Aug 15, 2016 archives and records management resources.
Please consult your agencys nap policy or staff in your agencys information and records management area before doing so. The records management should be effective and successful. University archives collections university archives. The basic unit used in all discussions of records management and all records retention and disposi tion schedules is the record series. Analyse agency business activities to inform the records management program including conducting research and stakeholder consultation to understand the structure, policies and business operations of the agency. In this section, you can learn about how to define a record, and what the records lifecycle looks like. Identifying permanently valuable records before they come to the end of their life cycle is one of the basic aims of records management. Iso standard 16175 principles and functional requirements for records in electronic office environments. Australian privacy principles and commonwealth records naa. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. Generally accepted record keeping principles uw archives and. Establishing a records management rm profile in the federal enterprise architecture fea provides agency decisionmakers with a framework for incorporating statutory records management requirements and sound records management principles seamlessly into agency work processes, enterprise architectures, and information systems.
Principles of records and archives archive records management. It also publishes information management magazine, and the generally accepted recordkeeping principles. Exposes students to different codes of ethics in different organizations and countries. Principles of archives management society of american. Records management, also known as records and information management, is an. Be able to use relevant icts to manage records and archives. Records, information and data principles and practice in records management and archives 9781783302260. Ethics in records and archives management makerere.
Records management is the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records. It has been designed to support digital recordkeeping as the public sector continues its transition to digital business processes. It is more difficult to ensure that the content, context and structure of records is preserved and protected when the records do not have a physical existence. Records management principles northeastern university library. Conservators examine records and assess their condition and the materials which comprise them. Archives and records management resources national archives. Alignment with this principle ensures that the agency creates and captures state records which comply with the. Conservation treatment attempts to preserve records in their original format. The general principles of records management apply to records in any format. Recognize and define the basic concepts fundamental to the full range of activities included in the management of archives and manuscript collections. A records series is a body of file units or documents arranged in accordance with a unified filing system or maintained as a unit because of their creation, function, physical form or use. A principles of records management 1 b best practice principles for naming and filing electronic records 3 c iaas responsibilities 5 d physical security of records 6 e transfer of records 7 f data protection act principles 9 g freedom of information overview 11 h toolkit 603 description 12 a principles of records management. Principle of availability records are preserved for future reference. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal.
This course introduces students to the basic concepts and principles of records and archives management. Principles and practices principles and practice in records management and archives by laura a millar paperback. International records management trust information for. Principles of records management mushi linkedin slideshare. Basic concepts and principles of archives and records management through the centuries, the following three factors have shaped the concepts, principles and techniques which records archives managers use to carry out their responsibilities. Records management principles northeastern university. There is no need of keeping all information on the ground that they may be useful in future. Archives management is distinguished from library, museum, and historical manuscripts traditions by the principles of provenance, original order, and collective control to preserve the materials authenticity, context, and intellectual character. It creates awareness about government standing orders in relation to records and archives management. In general terms, almost all business information held in agencies is a commonwealth record and thus it is excluded from the provisions of app 4. The course covers ethical issues that apply in records and archives management.
Recordsmanagement principles and automated recordsmanagement. Records management is the process of identifying and protecting evidence, which comes in the form of records. Iso 15489 records management principles and concepts establishes the core concepts and principles for the creation, capture and management of records. Between 1984 and 1988 she undertook an onsite survey of recordkeeping systems in the commonwealth. A records retention schedule is a document, often developed using archival. A lot of mystique has built up surrounding electronic records management and what it involves. The standard covers information and records in any format. Professional ethics and practice in archives and records. Dec 08, 2016 this webinar provided by the maine state archives records management section describes all the basics youll need to know to undertake proper records management. This barcode number lets you verify that youre getting exactly the right version or edition of a book.
Integrity university records are what they purport to be. Archives are documents received and accumulated by a person or organization and preserved because of their enduring value. Define records and archives archives administration describe the role of archivist and records manager in an organization critically discuss the various principles of archives and records care. Preservation and archives professionals conservation treatment.
Understanding records management archives and records. According to title 5, chapter 6, every state agency must establish and maintain an active, continuing records management program. Records and archives management international and a postgraduate research programme. Federal enterprise architecture records management profile. After months or even years of shoddy recordkeeping, those four figure sanctions can add up to a crippling fine. If it did, it would allow the enterprise to address record keeping principles intelligently and declare, classify, store, secure, retain, discover, and. The ideas of records life cycle and records appraisal are applied to the general concept of the records series. Archiving, document management, and records management. For which, the records management should be based on certain fundamental principles. Concepts and principles for the management of electronic records, or records mana gement theory is archival diplomatics article pdf available in records management journal 93. This staff information paper deals with the principles of arrangement of records followed in the national archives.
While maintaining the record, the purpose of record keeping should be clear. Oict guideline for information media sanitization global standards. Archival records records of enduring value, documenting the history and the development of the organization. Records management is the systematic control of records throughout their life cycle. Navigating the complexity of recordkeeping legislation can be an overwhelming challenge. Jan 05, 2015 principles of records management mushi 1. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. The purpose of this module is to equip students with a sound understanding of the different concepts and principles in archives and records management so that they can apply these concepts and principles in managing records that promote transparency, accountability and the protection of human rights. Since the vast majority of records created by offices do not have permanent archival value, the quantity of material that requires transfer to the archives is usually quite small. 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. Records management is based on two primary ideas and one general concept.
The 5 steps to starting a records management program. Retention and disposition requirements for public records in washington state. The information and records management standard was issued by the chief archivist on 22 july 2016. A record series is a group of records or documents. Archives is divided into theoretical and operational sections.
Basic records management principles utah state archives. The principles highlight the processes and practices that will assist agencies to meet their. Accountability there should be an employee whos role includes accountability for the records. Pickup and delivery service in the juneau area is also provided by the records center staff.
Millar ably tackles topics such as the concept, nature, history, acquisition, preservation, and future of archives. Principles of records and archives archive records. To this end one conducts a records inventory, that is a complete and accurate listing of their. Diploma in records, archives and information management. Preservation and archives professionals national archives. The purpose for which records are maintained should be justifiable. Defining records management best practices and implementing an effective rim strategy is imperative for organisations wishing to remain compliant and avoid the potential penalties of not meeting their recordkeeping obligations. Principles and practices principles and practice in records management and archives 2nd edition by laura agnes millar author 4. A principles of records management 1 c iaas responsibilities.
University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way that fits with our operational needs and our legal responsibilities. The silence of the archive principles and practice in records management and archives by valerie johnson, simon fowler, and david thomas preserving digital information by henry gladney. International council on archives, principles and functional requirements for records in electronic office environments module 2. Records management by judith readsmith, managing the crowd. App 4 is not likely to result in any substantial change to agency practices. Schellenberg staff information paper number 18 1951 note on web version introduction. Including a helpful list of resources for further reading and a glossary of archiverelated terms, this is a wellrounded book. Conservators then recommend remedial treatments to arrest deterioration or to improve condition. A procedures manual defines the procedures for managing records after they have been transferred from the records centre to the archival institution for permanent preservation.
Guideline 01 records management principles overview. Principles of records and archives management makerere. Implementing the information and records management standard. Records management basic principles for maine state employees. The management of documents we create electronically require the same sound records management principles applied to them as our paper records. Iso standard 15489 information and documentation records management part 1.
The international records management trust is closing after 30 years of supporting access to information for citizens and strengthening accountability by helping governments manage public sector records. Guidelines and functional requirements for electronic records management systems, 2008, published at 2. Therefore, according to value and importance of records should be preserved. Basics of records management secretary of state of. If the records are maintained in the light of the principle of purpose, there may be many records which have no purpose and should not be preserved at all. As a consequence, there is need to develop a records management policy to address the challenges. Records management is a globally recognized requirement. University archives collections university archives guidelines. The records management principles are intended to assist agencies to develop a strategic approach to records management practice. Demonstrate understanding of key concepts, principles, and theories in records, archives and information management. The standard applies to records regardless of structure or form, in all types of business and technological environments, and over time. Principles of record management management notes tyrocity. Stsgb20075 on recordkeeping and the management of united.
Overview page 7 of 34 the records management program must include the following. Compare parallel activities between library and archives management including their differences and similarities. Principle of retention of records the main objective of record management is to preserve the required document for future reference. This study led to the foundation of the international records management trust to.
317 395 1371 1085 427 1053 588 205 435 604 1209 847 544 1214 1406 177 951 507 624 1044 975 492 649 183 891 1168 1054 1553 1327 181 318 164 187 726 871 1195