Whats new now that the political transition is nearing completion, many new federal executives and political appointees have come onboard and will continue to arrive over the next several months. To establish responsibilities and requirements for developing, implementing and maintaining an efficient and effective, naracompliant records management program. Records management service components requirements. Consistent with administrative directions of government principle 1 of standard 1 the records management program for the commission acknowledges, where relevant, administrative directions of g. The introduction to the records management program deals with the administrative handling of the records management program itself. Records management role meet with department coordinators for implementation of countywide program prepare records management policies, procedures, and program documents for board approval explore enterprise compliance solutions to assist in managing records initiate pilot program at rrcc oversee records management and archives intranet. The entry might have 0 to n records for local locations. Information management advice 50 developing a records management policy. Chapter 9 records management revised april 18, 2006 what is the purpose of records management.
The university of iowa is required by law to develop internal rules for the economical, efficient, and systematic management of its records. The records management program is responsible for the efficient and systematic control of the creation, receipt, maintenance, use, and disposition of records required in the operation of a state agency. As the number of laws and severity of punishment governing records management continues to increase, it becomes even more paramount that organizations follow best practices for proper records management. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. We offer training, guidance, and various tools to support staff in performing records management activities. Print a paper copy and file it in the corresponding folder within your command or activitys record management system store within a dod 5015. Ultimately, records management ensures that institutional records of vital historical, fiscal, and legal value are identified and preserved, and that nonessential records are discarded in a. Look over the most frequently used databases, how to organize ecommerce, and the life cycle of electronic records. Whats new for records management uw archives and records. The purpose of records management in an organization, the records life cycle in an organization and electronic records management. To facilitate eds transition to full electronic recordkeeping as the foundation. The doi records program is leading a strategic effort to streamline records. To achieve our goals, nara s strategic plan calls for a redesign of federal records management, including a change in federal records policies and procedures.
The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records. Dive into the rules of alphabetical records management, equipment, and procedures. A member of the archives staff will be appointed editor of the manual. Effective records and information management starts with a solid plan. Records management is one of the topics that is being addressed in briefings for new political appointees. Records are a basic tool of government administration. Records management programme evaluation tool this tool is aimed at evaluating the quality of an information and records management programme in any united nations office. Systems has been endorsed by the university records management advisory group urmag. The records management program for the state of north dakota was established on july 1, 1961 with the enactment of north dakota century code chapter 5446. When people think about the needs of local government, especially in relation to how it serves the public, records rarely come to mind.
April 25, 2007 foreword this standard is reissued under the authority of dod directive 5015. To establish responsibilities and requirements for developing, implementing and maintaining an efficient and effective, naracompliant records management program at ed. To outline the procedures for records management for the agency. Many guidance documents have addressed aspects of the records management. Records management plan harris county records management. A government office has an effective records management program when the office. There are dozens of ways to go about an effective records management program, and how you implement it is really dependent on several factors based on your organizations model. New york state archives has identified seven such attributes of an effective records management program. Mar 16, 2015 an effective records management program has certain characteristics or attributes. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. Records management program the federal records act 44 u. Records managers can assess the effectiveness of their programs by the presence or absence of these attributes.
The state records management act government code sections 1227012279 directs californias secretary of state to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. Slrm assists state and local officials with training, resources, guidelines, and consultation to ensure that government information is stored, retained, and made accessible. The new york state archives has identified seven such attributes of an effective records management program. The 5 steps to starting a records management program. The department of the navy records management program establishes policies and procedures for lifecycle management creation, maintenance, use and disposition of don records. This includes determining retention, selecting the appropriate medium, choosing the best storage location. Detailed advice on recordkeeping procedures and tools should be included in supporting documentation. Vha directive 6300 records management veterans affairs. The records management program is to consist of a planned, coordinated set of corporate policies, procedures and systems to manage the records of the department in compliance with state records. Revisions were made throughout andmajor changes were made to the disposition schedules for don records. The second step in implementing a records management program within an agency is completing record series descriptions which will be used to develop a records retention schedule. A procedures manual could form the basis for the archival institutions own procedures manual. This instruction also establishes responsibilities for the department of the navy don records management rm program. The start of any good records management program, whether one is going to develop their own records retention schedule or as the case here at osu where one is applying existing retention schedules, one has to know what records they have and are responsible for.
In other words, before getting into the detail of records management policies and procedures, stakeholders need to be assured that the records management program meets all requirements placed upon it. To aid operation as an agile, modern, efficient organisation. A records management program outlines the when what and where of records. Enabling a more efficient information management system results into. Records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records.
In keeping with the federal records act of 1950, as amended, and pursuant to title 44, u. Discuss electronic file management and how to stay organized in the digital age. To implement a costeffective departmentwide program that provides for adequate and proper documentation of department of energy activities, proper records disposition, and promotes economy and efficiency in the program. Top 3 records management challenges ecm connection. To view or download the pdf version of this document, select journal management. Records management division 3000 marine corps navy pentagon, room 4e623 pentagon, room 2b253 washington, dc 20350 washington, dc 203503000. Establishing a records management program guidelines for. Information management guide to recordkeeping in the army. The state and local records management division slrm provides an infrastructure for managing texas public records. If not a part of the institutional archives or records management program, a working relationship must be established and maintained with such operations or systems. Also included are narrative audio or audiovisual agency histories.
General editor michael roper has had a wide range of experience in the management of records. According to the international council of archives ica, a record is any recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the. The office records liaison and hisher alternate have the following responsibilities. May 25, 2010 records management, 9e is a comprehensive introduction to the complex field of records management. Pdf education and training in electronic records management. Jun 14, 2016 top 3 records management challenges katie burke, senior government program strategist, laserfiche records management is again in the spotlight after the office of inspector general released a report evaluating the state departments poor recordkeeping processes. These local governments include townships, villages, cities. Act as the offices liaison with the bcps records management program. Starting a records management program iimc records management technical bulletin series 1 why bother. The records management service components rmsc program requirements development project continued on march 8, 2005, with the sixth and last of the scheduled collaborative sessions with records management and enterprise information architecture stakeholders representing 18 agencies across the. An audit of the records management program was performed by david j. The records management team is the functional unit responsible for records management, data protection and freedom of information programmes within westminster city council.
The seven attributes of an effective records management. Key components to a records management program record. Aubrey, acting inspector general, office of the inspector general oig. Benefits of establishing and maintaining a records management program establishing and maintaining an effective records management program is a business solution. The document management process consists of document creation, document control and records management. Records management program this includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. An effective records management system can save money on storage and. This form is to be used in conjunction with rule 2380, records retention. Cms records schedule provides disposition authorizations approved by the national archives and records administration nara for cms program related records. The series is intended for local officials, with limited resources, who lack formal records management or archival training but who have custodial responsibility for records.
Management program, records management manual, december 2005. Contentscontinued deviations from disposition instructions 94, page 56 disposition of records on change of status 95, page 57 unauthorized destruction, damage, or removal of records or accidental destruction 96, page 57 destruction as result of international armed conflict or threatened war 97, page 58 disposition of records. The seven attributes of an effective records management program. The council, situated in the heart of london, serves about 244,600 residents and 1. The record series descriptions will detail the general purpose and content of a record series, or a unit of related records, and recommend a retention period.
Records and information management is a vital cog in the wheel of modern business. You have to consider the size of your office, the laws and regulations that your company has to follow, and the. Identifying the records that support the agencys work is the foundation of a successful records management program. The records management program supports all victoria university staff in managing their records from creation to final disposition. Floridas records management program is a cooperative effort between the division of library and information services and state and local government agencies throughout florida. The records management program at jefferson lab ensures that record information is controlled, maintained, appraised, and disposed of in compliance with legal requirements, department of energy doe requirements, and other federal requirements. Records management program implementation north dakota. Records management is the system used to control an organizations records from the creation of the record until the record is archived or destroyed. Establishing a records management program guidelines for professional associations archives whatever the size or complexity of an association it is advisable to have a records management program in place to ensure that records, documenting all association activities, are created and controlled appropriately. This chapter explains the records management program, and defines its requirements. This process description addresses aspects of all three subprocesses, but is primarily focused on document control and records management.
Alphabetic filing rules are included, along with methods of storing and retrieving alphabetic, subject, numeric, and geographic records. This course covers the fundamentals of risk management and cost benefit analysis and how they relate to maintaining a viable records management program. Management community, aiim is proud to provide this research at no charge. This officer who may delegate specific tasks will have custody of. See the records management training page for more information. Records management program procedures guide page 7. The dod records officer collaborates with dod components and nara to execute the dod records management program in accordance with this instruction and the responsibilities contained in section 1220. Nara has developed updated records man agement courses designed to meet the changing federal recordkeep ing environment. This manual provides guidelines and procedures for the proper administration of a records management program. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. The university system of georgia records manangement policy records management disaster preparedness plan purpose of the plan the purpose of this plan is to provide guidance with. Accordingly, the university has established the following records management policy and records management program and retention schedule to maintain, protect, and retain or dispose of records in accordance with legal, historical, and reference needs.
Public records are vital, both to the operation of government and to the lives of. Pdf the use of computers within the electronic environment has led to rapid and dynamic. The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. Agency written histories scrapbooks, photographs, articles, program notes and documentation of events sponsored or funded by an agency. The policy itself should provide recordkeeping directives and responsibilities in a way that is easy to understand. Records management by judith readsmith, managing the crowd.
This includes determining retention, selecting the appropriate medium, choosing the best storage location, and selecting the best filing system for the records. There is a lot of good reasons to support the need for records management, including. Act electoral commission records management program page 3. By using specialized document management services, your records management program can become more efficient, secure, and easier to manage. Records center management ensures the protection, access and retrieval of institutional records until their retention value has been met. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. Please contact the records manager for assistance or more information. Records and information management program design tab. Pdf records management and procurement performance. The specific objectives of the records management program are.