Records and information management selfevaluation guide national archives and records administration office of the chief records officer page 6 of 20 2. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along. Records management is most successful when these connections are recognised in internal arrangements. Document management is a broad subject we wanted to devote an entire section that explains some of the higherlevel concepts related to record storage, legal implications of records storage, and some additional resources you can use. Secretary of state, archives division california records and information management program calrim state records appraisal program srap authors. This directive should be considered in context with other ed information resource management irm policies. Records and information management framework 10 principle 2.
The following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. These elements are developed into flowcharts in section 3. Management of health records hcp infection control. Electronic health record ehr and other electronic health information systems can provide options that might enhance hcp records management. Records management rm, also known as records and information management rim, is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a companys lifecycle. Understanding the difference between information management. 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.
Without adequate records, your organisation may have difficulty providing evidence of its actions and decisions. A records management program outlines the when what and where of records maintenance, and specifies processes and procedures for the transfer and disposition. This applies to information throughout your organization stored onsite, offsite, or in the cloud. Records and information management core competencies, 2nd. It connects to functions such as management of personal information for compliance with the data protection act, information security, and information assurance. Records management system rms is the management of records for an organization throughout the records life cycle. Management officer listing the records maintained by lackland isd, their retention periods, and other records disposition information that the.
Information and documentation records management part 1. Managing records to manage information risks accountability. Looking to earn a certificate in records and information management. Recordkeeping requirements are linked to business requirements records and information management rim is a corporate activity designed to ensure the systematic creation, maintenance, usability and. Guidelines 1 scope this part of iso 15489 is an implementation guide to iso 154891 for use by record management professionals and those charged with managing records in their organizations. Records management handbook digital asset management for. Records management, also known as records and information management, is an organizational function devoted to the management of information in an organization throughout its life cycle, from the time of creation or inscription to its eventual disposition. Document control and records management process description. It includes the management of records through retention policies, classification, storage, preservation and destruction. Naras use of public ratings as a spur to agency management, growing recognition of risks entailed in poor information and records management, the requirements and emphasis of the recent open government. Records are recorded information that are a vital information or knowledge resource for your. Information relating to teaching and research, particularly prior to publication information relating to the schools commercial interests.
Rm is therefore an important common function of bureaux and. Good records management practices government records service. Arma international offers an online certificate for entrylevel information management professionals. Records and information management professionals are instrumental in. Adrm assistant departmental records manager bd bureau and department ccgo central cyber government office cm content management drm departmental records manager edms electronic document management system eim electronic information management erks electronic recordkeeping system erm electronic records management fr of an erks functional requirements of an electronic. A record can be tangible, such as paper and microfilm, or simply consist of digital information stored. The seven attributes of an effective records management. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Electronic records management guidelines 1 table of contents introduction describes the legal framework guiding the development of an electronic records management strategy, and the purpose of the guidelines. Thorough coverage is provided for filing and maintenance of paper, automated, micro image, and electronic imaging records. Compliance with legal retention requirements, faster retrieval of information.
All the elements outlined in this part of iso 15489 are recommended to ensure that adequate records are created. This section describes the basic process elements for document control and records management. Records and information management powerpoint presentation. Records management, also known as records and information management or rim, is the professional practice of managing the records of an organization throughout their life cycle, from the time they are created to their eventual disposal. Business functions, riminformation governance practices, risk management, communications and marketing, information technology, and leadership. Records and information management rim professionals at all stages of their career can use records and information management core competencies, 2nd ed. Wrexham county borough council information management strategy 2016 2019 5 version 2. The seven attributes of an effective records management program. Is rim guidance received from oversight agencies such as nara, tailored, when.
Records management, 9e is a comprehensive introduction to the complex field of records management. Handbook on records management practices and guidelines for. Records and information management core competencies, 2nd ed. Records and information management rim is a corporate activity designed to ensure the systematic creation, maintenance, usability and sustainability of records needed for business operations. Principles and concept of the army records information management system 18, page 2 the army records information management system software application 19, page 6 office records lists 110, page 6 maintaining records for multiple organizations. Earn a records management certificate with arma internationals essentials of rim certificate, designed for entrylevel information management professionals and other individuals whose jobs involve records, such as attorneys, paralegals, it specialists, and administrators. A compliant records management program is necessary for organizations to proactively and progressively manage all data, media and information. It provides one methodology that will facilitate the. The complexity and volume of information we use and need is increasing. This manual provides guidelines and procedures for the proper administration of. 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. Requirements for records management compliance by doe contractors is set forth in the contractor. Managing records effectively is critical to effective, accountable, and efficient operations.
T h e p o r t i o n s a f f e c t e d b y t h i s r a p i d a c t i o n r e v i s i o n a r e l i s t e d i n t h e summary of change. General 1 scope this part of iso 15489 provides guidance on managing records1 of originating organizations, public or private, for internal and external clients. Good records management rm not only helps protect records but also enhances an organisations operational efficiency while minimising costs. Handbook on records management practices and guidelines. Information management guide to recordkeeping in the army. Principles and concept of the army records information management system 18, page 2 the army records information management system software application 19, page 6 office records lists 110, page 6 maintaining records for multiple organizations 111, page 7 maintaining records in libraries 112, page 7. This publication is a rapid action r e v i s i o n. Information and documentation records management part 2.
Records management issued by the lord chancellor under section 46 of the freedom of information act 2000. What does destruction of records in a timely manner mean. Ehrs can automatically generate alerts, such as those about the need for postexposure followup, immunizations, or other services. Records inventory records holdings must be inventoried before appropriate controls can be instituted. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. This part of iso 15489 describes concepts and principles relating to the following. Electronic records management guidelines introduction section containing questions to spark discussion, and an annotated list of resources to use for more detailed research.
Is rim guidance received from oversight agencies such as nara, tailored, w. Basics of records management florida department of state. Records management and document management information. 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. There are several steps in the process to transfer the management of hardcopy records to the information and records. This records management handbook supplements the information in sam and the practical guidelines posted on the california records and information programs calrim website.
The benefits of an effective records and information management program are many. Electronic health records and electronic information systems. The activities in this management include the systematic and efficient control of the creation, maintenance, and destruction of the records along with the business transactions associated with them. Records management by judith readsmith, managing the crowd. Rim must be planned by management and linked to business requirements. If you are an attorney or paralegal, it governance specialist or in any role that involves record keeping, this is. Records management is an administrative function that maintains an organizations records.
Records and information management selfevaluation guide. May 25, 2010 records management, 9e is a comprehensive introduction to the complex field of records management. Information management the army records information. This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. Both sites contain thorough background on key records management topics and concepts, answers to frequently asked questions, and. Basics of records management florida state capitol. As a general rule, if the loss or unauthorized access or editing of the information. Records and information management document storage and. Records and information risk management should ideally be integrated with the organisations enterprisewide risk management strategies.
Records are a basic tool of government administration. Information management the army records information management system arims army regulation 254002 effective 2 november 2007 history. Jan 12, 2016 at the heart of this struggle are the records and information management rim professionals, who experienced a rapid metamorphosis of their roles as data volumes expanded and paper dwindled. Records management and document management information document management is a broad subject we wanted to devote an entire section that explains some of the higherlevel concepts related to record storage, legal implications of records storage, and some additional resources you can use to understand rim better.
In general, new federal employees and contractors will receive records management information and requirements during the onboarding. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. A procedures manual could form the basis for the archival institutions own procedures manual. This manual provides guidelines and procedures for the proper administration of a records management program. If you are an attorney or paralegal, it governance specialist or in any role that involves record keeping, this is the certificate for you.
Recordkeeping requirements are linked to business requirements records and information management rim is a corporate activity designed to ensure the systematic creation, maintenance, usability and sustainability of records needed for business operations. Information and documentation records management published by the. Sep 10, 20 the following is excerpted and updated from developing and operating a recordsretention program arma 1986 and electronic records retention. Contact judy peck in records management services to see if these records should be part of the records collection she manages. It is designed to help departments and agencies understand their records management responsibilities and meet their obligations under the archives and. Information that will need to be kept secure includes. Legal changes a decade ago prompted a whackamole approach to information management, segregating data into separate systems, depending on need. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal. Improve your records and information management with information governance. We recommend that you begin by reading the electronic records management strategy guidelines for a. Understanding the difference between information management and knowledge management jose claudio terra, ph.
Elements of a records management program lorman education. Nonrecords include reference information useful data but with no. Records managers face increasingly complex information security policies for both digital documents and paper records. Rm includes everything from the creation of a record to its disposal. Basics of records management handbook in this day of rapidly advancing technology and abundant information, records management is one of the key tools in assisting government agencies to answer these questions and to function effectively in the information age. This includes identifying, classifying, storing, securing, retrieving, tracking and. Information and records are key strategic assets at the core of public sector business and government accountability. Alphabetic filing rules are included, along with methods of storing and retrieving alphabetic, subject, numeric, and geographic records. Records management system rms is the management of records for an organization throughout the recordslife cycle. We highly recommend perusing the information and resources available via the dartmouth college records management program website and the university of illinois records and information management services website.
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