Records Mgmt - Chapter 1

From a personal standpoint, why do you need records?

1. driver's licenses 2. mortgage or lease agreements 3. medical services

Give three reasons that businesses need records.

1. ensuring compliance and legal requirements 2. tracking transactions 3. tracking processing and procedures

transaction record

a document used in an organization's day to day operations; can be created manually, electronically, or generated via e-commerce systems. Ex-invoices, requisitions, purchase and sales orders, bank checks, statements, contracts, shipping docs, and personnel records (applications, time sheets, and attendance reports)

wiki

a page or collection of web pages that allows people who access the site to contribute or modify content.

tweet

a short message posted on the Twitter® social network website.

electronic mail (e-mail)

a system that enables users to compose, transmit, receive, and manage electronic documents and images across networks.

webinar

a video presentation given over the World Wide Web.

American National Standards Institute (ANSI)

a voluntary group of private sector businesses and government agencies, is a member of the ISO

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.

reference records

contains information needed to carry on the operations of an organization over long periods of time; referenced for info about previous decisions, quotes on items to purchase, statements of administrative policy, and plans for running an organization. Ex-policy manuals, policy memos, sales performance, and financial reports. Also catalogs, price lists, and brochures.

internal record

contains information that contains information needed to operate an organization; many are created using e-commerce systems using databases and web server applications. Ex-inventory control records, interoffice memos or e-mail, purchase requisitions, and reports.

external record

created for use outside of the organization. It may created inside or outside of the organization; Ex-payroll records, bulletins, newsletters, and government regulations.

What phases, if any, do you eliminate in your own personal records cycle? Why?

distribution because it is personal and goes to nobody

nonessential records (usually not classified as a record)

documents that have no predictable value after their initial use, lowest degree of protection. Ex-announcements and bulletins to employees, acknowledgments and routine telephone/e-mail messages.

disposition

ffter a predetermined period of time has elapsed, records to be kept are transferred to less-expensive storage sites within the firm or to an external records storage facility. At the end of the number of years indicated in the retention schedule, the records are disposed of, either by destruction or by transfer to a permanent storage place. Facilities where records of an organization are preserved because of their continuing or historical value are called archives.

useful records

helpful in conducting business operations, usually replaceable at slight cost, low to medium degree of protection. Ex-general e-mails, letters, memos.

cloud

internet or a network of servers used for data storage or to run computer programs and software applications such as email

ISO 15489

is a standard for records management policies and procedures; the purpose of this standard is to ensure that appropriate attention and protection apply to all records, and that the evidence and information records contained can be retrieved efficiently and effectively using standard practices and procedures.

International Organization for Standardization (ISO)

is a worldwide federation of national standards organizations

document imaging

is an automated system for scanning, storing, retrieving, and managing images of physical records in an electronic format.

record (according to ISO 15489)

is information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligation or in the transaction of business; only 10-15% qualify as records

records and information life cycle

is the life span of a record as expressed in the five phases of creation, distribution, use, maintenance, and final disposition. The phases in the life cycle often overlap.

Why do physical records remain popular, even though businesses have invested in new electronic technologies?

more personal and individual: paper requires no additional equipment for viewing; people can write on and annotate physical documents; and paper is easily transportable.

important records

necessary in performing business operations, usually replaceable but at great cost, high degree of protection necessary. Ex-Personnel records, sales records, financial and tax records, policy manuals and memos, reports, and contracts.

Physical records are available in which formats?

paper

List at least four electronic record formats and how businesses and organizations would use each to promote their products and services.

podcast, facebook, webinar, and tweets

historical records

records that document the organization's operations and major shifts of direction over the years. Ex-minutes of meetings, corporate charter, public relations documents,information on corporate officers.

administrative records

records that help employees perform office operations, fiscal records used to document operating funds and other financial processes. Ex-policy and procedures manuals/documents/websites, handbooks, organizational charts, tax returns, records of financial transactions: purchase and sales orders, invoices, balance sheets, and income statements.

legal records

records that provide evidence of business transactions. Ex-contracts, financial agreements that are legally binding, deeds to property owned, articles of incorporation.

blog

shared online journal

What is a record as defined by ARMA?

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 a specific period of time.

record (ARMA definition)

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 a specific period of time.

records management (records and information management, RIM)

the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval, to their ultimate disposition.

distribution

this record is then distributed (sent) to the person responsible for its use. Records are commonly used in decision making, for documentation or reference, in answering inquiries, or in satisfying legal requirements.

use and maintenance

three key steps in the maintenance of physical or electronic records. During this phase, the records must be stored (filed), which involves preparing and placing records into their proper storage place—a filing cabinet or a folder on a computer system. After a record is stored, a request may be made to retrieve it (find and remove a physical record from storage or open an electronic file and look up the information). When the retrieved record is no longer needed for active use, it may be re-stored and protected, using appropriate equipment, environmental, and human controls to ensure the record's security. Also involved in the maintenance phase are activities such as updating stored information and discarding obsolete physical or electronic records that are no longer useful or that have been replaced by more current ones. electronic records are usually stored or saved on the organization's servers or in the cloud and are backed up on a daily, weekly, or monthly basis. Vital and important electronic records can also be maintained as physical records.

vital records

usually not replaceable; necessary for the mission-critical business operations, operations not possible without these records, highest degree of protection necessary. Can be classified active or inactive and may only be vital for a portion of their life cycle. Ex-legal papers, articles of incorporation, titles of property, reports to shareholders, bookkeeping related to profit and loss.

What four categories are used to identify the value of a record?

vital records, important records, useful records, and nonessential records

creation

whenever a letter is produced, an e-mail written, or a form completed either physically or electronically, a record may be created. Records can also be received by e-mail or other means from an outside source.