RECORDS MANAGEMENT

A basic overview of records management terminology, concepts, and procedures to successfully manage records in today's offices.

What is a record?

• Records include all books, papers, maps, photographs, machine-readable materials, or other documentary materials, regardless of physical form or characteristics, made or received by an agency or in connection with the transaction of public business

What is a record?

• Records are preserved or appropriate for preservation by that agency or its legitimate successor as evidence of the organization, functions, policies, decisions, procedures, operations, or other activities of the Government or because of the informational value of the data in them

'''Records management'''

RM, is the practice of maintaining the records of an organization from the time they are created up to their eventual disposal.

'''Records management'''

This may include classifying, storing, securing, and destruction (or in some cases, archival preservation) of records.

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What is records management?

• is "the field of management responsible for the systematic control of the creation, maintenance, use, and disposition of records."

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Life Cycle of Records Management

Maintenance and use

Tools for maintaining and using records include file plans, indexes, controlled vocabularies, taxonomies, data dictionaries, and access and security procedures.

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Life Cycle of Records Management

Disposition

The main tool used to manage the disposition of records is the records schedule.  

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How long should records be retained?   �

The retention period for records depends upon their legal, fiscal, administrative, and/or historical value. 

How long should records be retained?   �

The determination of the appropriate retention period is the result of the appraisal process that takes place during the development and approval of the records schedule. 

What are personal papers?

Personal papers are those of a private or unofficial nature pertaining solely to the employee’s personal affairs. 

An employee should minimize the volume of personal papers that are maintained in the office

Personal papers should be filed separately so that they can be clearly distinguished from the records of the office.  

What are vital records?

Vital records are records that are essential to the continued functioning or reconstitution of an agency and its operating units during and after and emergency. 

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What are vital records?

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Vital records are duplicate records created and maintained solely in case of an emergency.  They may be destroyed when no longer needed because they become outdated or are replaced by more current records. 

Categories of Vital Records

Emergency operating records include emergency plans and directive(s), orders of succession, delegations of authority, staffing assignments, selected program records and operating unit functions, as well as related policy or procedural records that would be needed to conduct operations under emergency conditions and to resume normal operations after the emergency.

Categories of Vital Records

• Legal and financial rights records are essential to protect the legal and financial rights of the government and of the individuals directly affected by its activities.  Examples of these records include titles, deeds, leases, contracts, personnel files, and similar records.

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Vital Records Protection

Vital records contain information that is essential to reestablishing or continuing the operations of an organization in the event of a disaster.

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Loss of vital information can greatly impair the operating capabilities of any organization.

Vital records must be protected from destruction.

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Disaster Recovery Planning

Disaster recovery programs are conducted to salvage a local government’s vital records in the event of disaster.

Adverse impact of disasters can be minimized by taking a preliminary survey of holdings and establishing a written disaster recovery plan to confer authority and identify the elements of a records salvage operation before a disaster occurs.

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WORKSHOP

BARANGAY BASED INSTITUTIONS

KATARUNGANG PAMBARANGAY

MASTERLIST

PERSONAL DATA RECORDS OF BARANGAY OFFICIALS

LEGISLATIVE ISSUANCES

COMMUNICATIONS

MEMORANDUMS

MASTERLISTS

SUPPLY MANAGEMENT

A basic overview of managing office supplies, simple concepts, and procedures to successfully manage basic office supplies .

Supply management is a term that is used to describe the processes used by many companies to acquire,  inventory and distribute items that are used in the ongoing operations of the business.

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The process of supply management is concerned with the raw materials used in production as well as office supplies, components for machine repair, and any other items that are used internally for the ongoing function of the company.

To manage an office supplies inventory you need to have eyes in the back of your head...and on the side; the top; and all around the office. �

MANAGING OFFICE SUPPLIES

WHAT TO DO?

1. Look over your office supplies storage and determine which items are used the most for your particular industry. Make a list of them.

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2. Also, make a list of the items that would bring business, as you know it, to a screeching halt; such as printer paper, ink cartridges, toner, vellum and lead, correction tape, ...etc. (These items vary by industry, of course.)

3. In a locked storage drawer, keep a stashed supply of these valuable items. If it takes 2 weeks to get copier paper delivered, keep a 3 week supply in hiding at all times.

• When someone comes to you to say, "There is no more correction tape in the cabinet. I can't function under these conditions!"...You can hand them one from your drawer and life, as they know it, is good again.

• Proceed to list the item that you just handed them on your next "Office Supplies Order Form".

6 .Also, each day look over the items on the lists that you made in step 1 and step 2 to see that you have enough of them to keep people productive, in spite of themselves.�

Hay salamat natapos man!

Racefin O. Suco

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