Record management
We know that record means the information in the form of written which are used by an office for formulating plan and policies and perform so many activities. Management means 'manage', 'men' and 't' where t refers to tactfully. Record management means the management of written informations and records like progress report, certificate, letters preserved for future reference. It is the process of collection, storing, distribution, as well as disposal of records.
According to Peterson, " Record management refers to the activities designed to control the life cycle of records from its creation to its ultimate disposition."
In conclusion, the record management is one of the important function of business organization as well as other organization. by the help of record management, an organization or office can easily show its all past information in the present days and are also important for future reference.
Importances of record management
We know that, record management is related with the arrangement and preservation of records. By the help of record management, an office can peform so many activities correctly and perfectly. It helps to keep the document safely.
The importances of record management are as follows.
1. Source of decision making
All the decisions are made by the decisions maker with the help of past records, information which is already stored by record managment. So it is the source of decision making.
2. Helps to evaluate performance
With the help of past records, all the organization can evaluate its performance between past and present. By the help of record management, organization can easily compare its past and present performance.
3. Helps to detect and rectify errors
Human beings make so many mistakes in their life and the decision maker is also a human. So, mistakes and errors should be detected and rectified. Past information provided by record management helps to detect and rectify errors.
4. Fulfill statutory obligation
For the fulfillment of statutory obligation, the organization has to protect prospectus, memorandum, articles of association, certificate of incorporation and registration, etc. They are safely preserved by the record management for legal requirement.
5. Bring efficiency in performance
By the help of record management, an office personnel can easily submit required documents quickly in short time to the concerned authority which helps to bring efficiency in performance of employees as well as organization too.
6. Helps to settle disputes
If any misunderstanding arises between parties the upto date record management of the organization helps to provide records and documents as evidence. This will helps to settle disputes.
7. Helps in Planning and policy making
All the plans and policies are formulated by top level manager for the future with the help of past records. Record management helps to provide past records to make plans and policies.
Types of records
On the basis of nature
Records, papers are categorized according to the nature of the records.
1. Correspondance records
In daily life, an organization receives so many letters, correspondance from external as well as internal. Those letters and correspondance should those type of letters, information falls in correspondance records.
2. Financial records
The financial records are mainly related to income and expenditure of the organization which includes journal, ledger, trail balance book, cash book, profit and loss account, balance sheet etc. All those records are kept in this section.
3. Legal records
On the basis of legal obligation, all the records which are required for legal reference are kept in this section. prospectus, memorandum, articles of association, certificate of incorporation and registration, Tax clearance, etc. are the important legal records.
4. Human resource records
The records which are related to staffs, workers and employees of organization falls under human resource records. Transfer letter, Promotion letter, recruitment letter, etc falls under it.
5. Miscellaneous records
The records which does not fall in correspondance, financial, legal and human resources fall under this record. Information letters, greeting cards, visiting cards, etc falls under this record.
On the Basis of retention
Very Important records
Under the very important records, generally legal records like memorandum, article of association, certificate of registration and incorparation, property's certificate, etc fall which may be needed at any time.
Important records
Under the Important records, generally financial records, and correspondance records falls which may be important in decision making process.
Useful records
Under useful records, generally human resource records fall which may be useful in organization for its day to day activities.
Useless or Less usefull records
Under this records, other different records fall which are not useful after the expiration of time. It should be disposed.
Principles of record management
a. Principle of Purpose
The purpose of record management should be clearly mention. The office must record only those data which may be important for future reference.
b. Principles of Verfication
The records must be true and relaible. Organization should keep those types of records which must be helpful in legally.
c. Principles of Classification
All the records recorded by office must be classified so that the data can be found in the time of necessity for the fulfillment of purpose.
d. Principles of Accountability
All the records recorded by office must be accountable which should help to give main destiny of record management for future reference.
e. Principles of Cost
Organization or office must concerntrate with the cost in record management. The organization or office must keep needed documents safely with minimizing cost.
Retention and Disposal of records
Meaning
Retention and Disposal of records is the important function of an organization. In organization, so many documents are received from outsider as well as inside of the organization. All the records may not be important for the organization in future.
They can be categorized into two groups:
1. Retention
2. Disposal
The preservation of records and documents for the future reference is known as retention. This types of records are Very important, Important and Useful. Retention is the process of preservation of important documents for future, transfer of useless documents, destruction of useless records.
The records which is only important for some time or useless after expiry of time, those types of records are disposed and destroyed by organization. The process of disposing useless documents is known as disposal of records.
