Lesson 3

LESSON 3
(CHAPTER 2)
OBM 247
THE FIELD OF RECORDS MANAGEMENT
Records Management
 It is that area of general administrative management

concerned with achieving economy and efficiency in the
creation, maintenance, use and disposal of the records of an
organization throughout their entire life cycle and in making
the information that they contain available in support of the
business of that organization.
 Records management is a vital component of an agency’s
wider management and information systems.
Records Control
 It is the set of procedures used to make filing

and retrieval reliable and systematic process.
 The person responsible for the records
management program is usually the records
manager.
Records Life cycle
DISPOSITION CREATION
MAINTENANCE DISTRIBUTION
USE
Records Life cycle
 Creation
 Distribution
 Use
 Maintenance
 Disposition
THE RECORDS CYCLE (LIFE CYCLE OF RECORDS)
1) Creation
 Records are created inside a business through
dictation, handwritten drafts, voice mail, e-mail
or by using computers and word processors.
 Records created outside the business are
received through the mail, personal delivery,
fax machines, voice mail, e-mail and other
communication delivery systems.
2) Distribution
 To be useful, records must be

distributed to persons requiring the data.
 Records may be sent to users within the
company or outside the company.
3) Use
 Records are used for making and documenting
decisions, for answering questions, for reference,
or for tax or legal reasons.
 Records are used most often shortly after they
are created.
 Usually, the older the records, the less they are
used.
4) Maintenance
 Filing and retrieving records occur

during the maintenance phase.
 Finding records after they have been
filed is the goal of a filing system.
5) Disposition
 Records that are no longer

frequently used are kept in long-
term storage, discarded or
destroyed.
Records Life cycle

 2 Ways to retrieve records:
1) Manual retrieval (paper records) - generally are

stored and retrieved manually (by hand).
2) Electronic retrieval (electronic records) - are created

through the use of computers and word processors.
Records accessibility/ activity
 Active record
 It is used regularly: three or more times a

month for the conduct of the current business
of an organization or individual.
 It is also known as current records.
 Because of their frequent usage, active
records are stored in easily accessible
locations such as near their place of origin or
in a registry.
 Inactive record
 It is used less than 15 times a year in the

conduct of current business.
 It is also known as semi-current records.
 Because inactive records are accessed less
often than active records, they are often stored
in another location where floor space is less
costly, in the records center or other offsite
intermediate storage.
 A long-term record
 Records no longer needed for the conduct of

current business.
 A long-term record is inactive but continues to
have value to the organization.
 It is also known as non-current records.
 The records may be kept for legal or historical
purposes and are stored indefinitely or for a
specified period of time.
 Long-term storage often is referred to as archival
 A long-term record
Why Organizations Keep
Records?
 Generally, records are kept
and used because they have:
 administrative value
 fiscal value
 legal value
 historical value
Records?
 Administrative Value
 Records have administrative value when they are

used in the performance of daily operations in a
department or office.
 Policy and procedures manuals are used daily in
some offices.
 A records manual provides records management
guidelines and serves as a daily reference in a
records management department or area.
 Correspondence and other records used for day-
to-day decision making have administrative value.
Records?
Fiscal Value
 Financial records have fiscal value.

 These records include tax returns,
purchase and sales orders, invoices, and
monthly and annual financial statements.
 According to law, many of these records
must be kept by the company for a certain
period of time.
Records?
Legal Value
 Records having legal value

provide proof of business
transactions.
 Contracts, financial agreements,
deeds have legal value.
Records?
Historical Value
 Records have historical value when they

provide evidence of the organization’s
accomplishments.
 Articles of incorporation, minutes of meetings
that provide a history of operational decisions,
and information about company officers have
historical value.
 Historical records should be stored permanently
in the most protected storage area.
The Value of Records
Vital Records
 are the recorded information that is essential for

the continuation or reconstruction of an
organization after a disaster.
 These records establish the legal and financial
position of the organization and are irreplaceable.
 Articles of incorporation, patents, formulas,
accounts receivable records, inventory lists,
contracts and other legal papers are examples of
vital records.
 Vital records generally are stored in the active
Important Records
 relate to the daily operations and are

necessary for continuation of an
organization.
 Eg: accounts payable records, tax records,
sales records, payroll records and some
correspondence records.
 These records may be replaced but at
considerable cost and inconvenience.
 Important records are stored in safes and
Useful Records
 are of limited, but helpful, reference value.
 It may be replaced at some inconvenience, but
their loss would not seriously impair daily
operations.
 Bank statements and general correspondence
such as letters and memos may be destroyed
after their value has declined.
 These records are stored in file cabinets or on
shelves in inactive storage areas until the time for
their destruction.
Nonessential Records
 may never have had any value or have

no present value to the organization.
 They should be destroyed after use.
 Routine memos, announcements and
bulletins to employees and telephone
messages that have been answered
are nonessential records.
RECORDS TRANSFER
Records transfer – is the process of moving

inactive records from the office to inactive or
archive storage areas. 2 ways of records transfer:
1) Perpetual transfer method
2) Periodic transfer method
RECORDS TRANSFER
1) Perpetual Transfer Method
• is a continuous process of moving
records from active to inactive storage areas.
2) Periodic Transfer Method
• is a procedure for moving records at
stated intervals from active to inactive
storage areas.
RECORDS CAREERS
 Records & Information Manager is the top

position in the records program.
 ARMA – The Association of Records Managers
and Administrators, Inc. is the professional
organization for records and information
professionals, publishes guidelines for careers in
records and information management.
2 FUNCTIONS OF ARMA
1) Improving educational programs in schools
and industry.
2) Providing on-the-job knowledge about
records and information management.
END
OF
CHAPTER 2

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 It is that area of general administrative management

 It is the set of procedures used to make filing

Records Life cycle

 To be useful, records must be

 Filing and retrieving records occur

 Records that are no longer

Records Life cycle

 2 Ways to retrieve records:

1) Manual retrieval (paper records) - generally are

2) Electronic retrieval (electronic records) - are created

 It is used regularly: three or more times a

 It is used less than 15 times a year in the

 Records no longer needed for the conduct of

 Records have administrative value when they are

 Financial records have fiscal value.

 Records having legal value

 Records have historical value when they

 are the recorded information that is essential for

 relate to the daily operations and are

 may never have had any value or have

Records transfer – is the process of moving

 Records & Information Manager is the top

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