Records Management - Chapter 1

The process of using an organization's resources to achieve specific goals through the functions of planning, organizing, leading, and controlling.
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
ISO 15489 (International Organization for Standardization)
The ISO 15489 is a standard for records management policies and procedures. The purpose of this standard is to ensure that appropriate attention and protection applies to all records, and that the evidence and information they contain can be retrieved efficiently and effectively using standard practices and procedures.
Stored information made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time. Records are used to document information needed for complying with regulations and transactions of an organization.
ARMA International
An association for information management professionals that defines a record as stored information, regardless of media or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for specific period of time. ARMA International is an important professional group interested in improving educational programs in schools and industry and providing on-the-job knowledge about records and information management.
Transaction documents
A record used in an organization's day-to-day operations (consists primarily of business forms).

Examples: Invoices, requisitions, purchase and sales orders, bank checks, statements, contracts, shipping documents, and personnel records such as employment applications, time sheets, and attendance reports.
Reference documents
Contains information needed to carry on the operations of a firm over long periods.

These records are referenced for information about previous decisions, quotations on items to purchase, statements of administrative policy, and plans for running the organization.

Examples: Business letters, reports, catalogs, price lists, brochures, and pamphlets.
External records
A record created for the outside use of an organization.

Examples: Facsimiles (faxes), letters, e-mail sent to a customer, clients, supplier, or to the various branches of the government.
Internal records
A record that contains information needed to operate an organization.

Examples: Payroll records, bulletins, newsletters, and government regulations. Also communications among a firm's departments such as inventory records, interoffice memos/email, purchase requisitions, and reports.
Electronic records
A record stored on electronic media that can be readily accessed or changed. Also meaning that records are retrieved only by a machine.
Electronic mail (e-mail)
A system that enables users to compose, transmit, receive, and manage electronic documents and images across networks.
A page or collection of web pages that allows people who access the site to contribute or modify content.
Blog (short for the term web log)
A shared, online journal. Regular entries are made called posts.
A broadcast sent over the Internet to receivers who hear and/or views the information via computers, MP3 players, or other electronic devices.
Internet forum
An online place where people can post and read messages (a.k.a. message board).
A short message posted on the Twitter social network website.
Document imaging
An automated system for scanning, storing, retrieving, and managing images of physical records in an electronic format.
A worldwide network of computers that allows public access to send, store, and receive electronic information over public networks.
World Wide Web (www)
A part of the Internet that contains HTML documents that can be displayed and searched using web browser programs.
An electronic method to communicate and to transact business over networks and through computers (the buying and selling of goods and services using the Internet and other digital communications such as electronic funds transfer, smart cards, and digital cash).
Electronic Fund Transfer (EFT)
Electronic payments and collections (safe, secure, and efficient, and less expensive than paper check payments and collections).
Electronic Data Interchange (EDI)
A communication procedure between two companies that allows the exchange of standardized documents through computers.
Enterprise Content Management (ECM)
The technologies, tools, and methods used to capture, manage, store, preserve, and deliver content across an enterprise.
Record and Information Life Cycle
The life span of a record as expressed in the five phases of creation, distribution, use, maintenance, and final disposition.
Facilities where records of an organization are preserved because of their continuing or historical value.
Records system
A group of interrelated resources acting together according to a plan to accomplish the goals of the records and information management program.
Common Problems in Records Systems
Management, Human Problems, Insufficient filing procedures, Poor use of equipment, Inefficient use of space, and Excessive records costs.
Records and Information Management
The systematic control of all records from creation to disposition. Management functions include planning, organizing, leading, and controlling.
Important records
A record that assists in performing business operations and is usually replaceable but at a great cost.
Nonessential records
A record that has no predictable value after its initial use.
Useful records
A record that is helpful in conducting business operations and is usually replaceable at slight cost.
Vital records
A record that is necessary for the continuing operation of the organization and is usually not replaceable.
Active records
Frequently used records needed to perform current operations.
Official records
A significant, vital, or important record of continuing value to be protected, managed, and retained according to established retention schedules.
Computer records
A set of fields in a database table that relate to one person, object, or organization.