CA. SONALI JAGATH PRASADACMA, CGMA

ASST. PROFESSORDEPT OF MANAGEMENT

Office records management

Introduction

Records management means management control of records Record management includes forms, reports, reproduction of written

material, filing, records retention, micro-filming and related services Records management in the broadest sense concerns itself with the 1. Records creation2. Records distribution3. Records maintenance4. Records retention5. Records preservation6. Records retrieval and7. Records disposal

Records management is the process of controlling a record over its lifecycle – from creation to destruction

Objectives of records management (pg 166 of SP Arora)

1. To verify, classify and make available the information2. To keep an orderly account of progress3. To prepare statement of true conditions4. To make comparisons5. To detect errors and wastes6. To reduce operating costs7. To improve efficiency and productivity8. To safeguard vital information9. To foster professionalism in running a business10. To preserve corporate memory

  

Need /Importance of records management

  

Types of Records…

1. Permanent Records are appraised as having significant historical or other value warranting their continued preservation by an organization beyond the time they are needed for administrative, legal, or fiscal purposes. Permanent records document the organization and its functions, contain fundamental information on programs or activities within the organization, or are important in the long-term to protect the rights and interests of organization.

2. Temporary records - Temporary Records must be retained for a determinable period of time or until a specific act or event is completed. They should not be preserved indefinitely

3. Vital – Document, file, or record in any form or format, containing information that is (1) essential to the operations and/or survival of the organization, (2) necessary to recreate the organization's legal and financial position, and (3) necessary to preserve its claims and rights and those of its stakeholders.Eg - Vital records are records of life events kept under governmental authority, including birth certificates, marriage licenses, and death certificates.

  

Types of Records

4. Important -Document which, although not irreplaceable, would be difficult and expensive to replace if lost or damaged.

5. Non- essestial record material is a term used for papers that are not included with the definition of "records." All such papers serve purposes other than "records" purposes. Library and museum material created or acquired and maintained solely for reference or exhibition purposes. Copies of correspondence , drafts of letters, memoranda or reports, information notes that do not represent significant, basic steps in the preparation of the record copies, and machine readable data, which are maintained only for convenience or reference.

6. Personal papers - Personal papers are documentary materials belonging to an employee that are not used to conduct business. They are of a personal nature and relate solely to an individual's personal and private affairs or are used exclusively for their convenience

7. Electronic records - Electronic records are records that are stored in a form that only a computer can process. Electronic records are also called machine-readable records. These records are defined as numeric, graphic, audio and textual information, recorded on any medium

  

Types of Records

ORGANISATION OF RECORD DEPARTMENT

Records management is a part of General administration office or administration department

It is concerned with filing, indexing and record- keeping This department/ section aims at the systematic preservation of

documents, papers and files relating to different departments at one central place

The department performs the following functions:1. Receipts of papers, documents, etc for filing (pg 168 of SP Arora)2. Classification, indexing and cross-referencing of such papers and

documents3. Issue of files to various departments for reference and their back

receipting

Classifying of records and files (Pg 171 of SP Arora)

Classification can be defined as the process of selecting headings under which documents are grouped or classified on the basis of common characteristics before filing takes place

Methods of classification are:1. Alphabetical2. Numerical3. Geographical4. Subject and5. Chronological6. Combination of various methods

  

Factors affecting methods of classification

1. Convenience2. Size3. Simplicity4. Speed5. Elasticity6. Accuracy

  

Indexing of records and files

Indexing can be described as a method of providing indicators for a body of data or collection of records

Classification is method of filing while indexing is basically the method used for making reference to the matter field

Features of Indexing:1. Simple2. Economical3. Speed4. Merge with system of filing5. Flexible

  

Types of Indexing (pg 193 of SP Arora)

Ordinary page index Loose or vertical card index Visible card index Strip index Wheel index  

Paperless office

Concept - A paperless office is a work environment in which the use of paper is eliminated or greatly reduced. This is done by converting documents and other papers into digital form.

Attitudes towards paperless office have evolved as technology has improved

Reduced costs have helped the necessary hardware spread, platforms have become more reliable, and document standards have been established with data-backup systems becoming simplified and lower cost

A new generation of workers, who have grown up with e-mail, word processing and the internet feel less of a need to print documents out

Paperless office can be achieved through• Scanning produces a picture of data• Computer to Computer communication• Most data never needs to exist on a piece of paper

  

Features of Paperless office

1. Easy to find2. Easy to manage3. Saves time and space4. Simplify business processes5. Easy to share6. Easy to store7. Easy to afford  

Utility of paperless office

Obstacles towards paperless office

SignatureReading on screen is difficultRisk of data lossTechnology is not ready for itFear

Steps / Feasibility towards paperless office