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Full Description
Many organizations do not yet have a formal programme of records management, but increasingly they are recognizing the benefits of well managed records and the serious consequences of inadequate records systems. Establishing records management and maintaining an effective programme requires specialist expertise. This essential manual of practice provides a detailed guide to the concepts, skills and techniques of records management for organizational staff who have a responsibility for setting up, maintaining or restructuring a records management programme. It offers invaluable advice on the management of records in both electronic and traditional paper media, and focuses on the following areas:
understanding records management
analysing the context for records management
classifying records and documenting their context
creating and capturing records; managing appraisal, retention and disposition
maintaining records and assuring their integrity
providing access
implementing records management.
The appendices provide a wealth of additional information including a list of standards for records management, an annotated bibliography and sources of further information, and details of professional and advisory bodies.
Readership: This much needed manual is an indispensable purchase for organizations wishing to introduce better practices for managing their records. The book is intended to be of value to experienced records managers as well as LIS practitioners and newcomers to the field. It should be on the desk of every manager and every information professional with responsibility for records management.
Contents
Introduction
Why keep records?
Why is good records management important?
How can this book help?
1. Understanding records management
Defining key terms in records management
The life of the record
Records as evidence and as a source of information
Records, documents and data
Records management and related disciplines
Managing paper and electronic records: the hybrid environment
Records management programmes, systems and standards
Managing the life of the record
2. Analysing the context for records management
Using analytical techniques
The organization and its environment
Understanding organizational cultures and structures
Understanding organizational systems, functions and activities
Analysing and modelling systems
Elementary and aggregated records
Surveying records and records management systems
From analysis to implementation
3. Classifying records and documenting their context
Understanding the context of records
Designing a classification scheme
Organizing and classifying records in paper-based systems
The architecture of a paper records system
Metadata for paper records
Classifying electronic records
Classifying records in hybrid systems
4. Creating and capturing records
Principles of records creation and capture
Creating records
Capturing records into a records management system
Ensuring that records are captured systematically
Capturing records of routine processes
Capturing records of creative processes
Capturing information products in a records management system
Capturing data records and datasets
Capturing dynamic digital objects
Registering records
Assigning unique identifiers
Assigning metadata
5. Managing appraisal, retention and disposition
The need for retention controls
The development of appraisal: theory and practice
Appraisal strategy: a framework for decision making
Appraisal criteria
Documenting and applying retention decisions
Reviewing retention decisions after the creation of records
Retention of 'legacy' records
Disposition
Quality control and documentation
6. Maintaining records and assuring their integrity
Storage systems for paper records
Establishing and managing a records centre
Options for electronic records
Managing archives
Selecting and using storage media and equipment
Storage location control
Conversion to an alternative medium
Preserving electronic records over time
Protecting records against loss, misplacement or alteration
Threats and hazards: risk assessment and reduction
Business continuity planning
7. Providing access
Meeting the needs of users
Approaches to retrieval
Confidentiality and rights of access
Managing external access to records
Archival services
8. Implementing records management: practical and managerial issues
Getting started
Developing records management programmes and systems
Maintaining the impetus
Recording records management
Conclusion Appendix A: Bibliography and sources of further information
Records management websites
General works in print
Journals
Selected further readings on specific topics
Appendix B: Select list of national and international standards Appendix C: Professional organizations for records managers in English-speaking countries
