Records and information management chapter 4
nonessential documents
- announcements and bulletins to employees. acknowledgments phone calls
Useful records
- general e-mails. letters. memos
Vital Records
-legal papers. articles of incorporation. titles of property. reports to shareholders. bookkeeping
Important Records
-personal records. sales records. financial and tax records. policy manuals and memos. reports. and contracts.
Method for protecting vital and important records include:
1. Identify a single location to store all vital papers and information 2. Inventory the records kept only on computers including account numbers user ids and passwords 3. Make routine backups of your computer records and store them in a separate location.
The five phases of the records and information life cycle are:
Creation, Distribution, Use, Maintenance, and disposition.
a page or collection of web pages that allow people who access the site to contribute or modify content
wiki
_____________—an automated system for scanning storing retrieving and managing images of physical records.
Document imaging
____________ are part of the maintenance phase of the records and information life cycle.
Filing, storing, retrieval, and protection of records
—a record that contains information needed to operate an organization. Internal records may be created inside or outside an organization.
Internal record
archives-
Records
__________contain information needed to carry on the operations of an organization over long periods.
Reference documents
E-mail communication can be used in a court of law.
TRUE
Records Categories
Vital Records. Important Records. Useful Records. Nonessential Documents
When a decision is made to keep a record for use at _______ it must be stored retrieved and protected.
a later date
As a business customer every time you buy a product or service you are creating ________ of that transaction.
a record
blog-
a shared online journal
Policy and procedures manuals are of _________ to the firm.
administrative value
ARMA International-
an association for information management professionals
document imaging-
an automated system for scanning, storing, retrieving and managing images of physical records in an electronic format
a record stored on electronic media that can be readily accessed or changed is
an electronic record
Records and information management is essential for_________.
businesses and individuals
The area and need for records management is _______
constantly changing
The ISO 15489
defines a record as information created, received, and maintained as evidence and information by an organization or person in pursuance of legal obligations or in the transaction of business.
a system that allows users to compose receive and manage documents and images across networks
a record created for the use outside of the organization is ___________
external record
records that are necessary in performing business operations
important record
high degree of protection
important records
necessary in preforming business operations
important records
records that are usually replaceable but at great cost so they are protected are what kind of records?
important records
a record that contains information needed to operate and organization is _______.
internal record
Cloud-
internet or network of servers
Filing is only ______ step in the records and information (RIM) life cycle.
one
records management- 1. creation 2.processeing 3.distribution 4._________ 5.storage and retrieval 6.disposition
organization
The life span of a record as expressed in the five phases of 1.creation 2.distribution 3. use 4. maintenance 5. final disposition is the ____
records and information life cycle
By following proper _________ procedures information is available at the right time for making effective management decisions.
records and information management
a record the contains information needed to carry on the operations of an organization over long periods.
reference record
a video presentation given over the world wide web
webinar
At the end of the number of years indicated on the __________ records are disposed either by destruction or by transfer to a permanent storage place.
retention schedule
Records management
systematic control of all records from their creation to ultimate disposition.
a document used in an organizations day-to-day operations
transaction record
helpful in conducting business operations
useful records
low to medium protection
useful records
Records classifications:
vital important useful nonessential
necessary for the mission-critical business operations
vital records
records with highest degree of protection
vital records
