Records Management Programme

What is Records Management?

Records management is the application of systematic control over to information which is required in the administration and operation of University activities. By assuring that valuable records are preserved and made available while needless records are disposed-of in a timely fashion, records management promotes economy and efficiency within an organisation.

Records management involves determining what records the University has to retain in order to function and carry out its responsibilities; how long those records have to be retained, whether for administrative, financial, or legal reasons; who in the organisation is responsible for which records; and the final disposition of those records, whether it be destruction, permanent retention, or transfer to the University Archives.

Proper records management assures that important records are preserved and made available to the organisation that creates or acquires them, while records that are no longer needed are disposed-of in a timely fashion and useless records not created or kept. By doing so, it enhances the efficiency of the organisation.

What are Records?

Records are basically recorded information; therefore, records management is actually information management.

How does Records Management Work?

Records Management is put in place in an organisation through the implementation of a records management programme. The records management programme is based on a . A records management programme attempts to guarantee that there is control over all records as early in their life cycle as possible.

The records which we create as employees of the University all have a life span divided into three stages: current, non-current and archival. For example, some records, such as routine circulars, memos, etc. have an immediate value (current records) which expires fairly quickly. Other records, such as examination scripts or invoices have a relatively short-term value - they are of immediate to short term value - need to be kept for a period of time and can then be destroyed (non-current records). Finally, some records, such as original copies of minutes or legal documents have a permanent value and must be kept in perpetuity (archival records). This process of ageing is referred to as the 'life cycle of the records' and this concept is based on the usefulness of the records from the moment of their creation until a decision about their disposition by retention or disposal. This means that estimated life cycle of records (i.e. current, non-current and archival) should be identified as soon as possible.

What does a Records Management Programme do?

The records management programme ensures that records are created in an organised manner, in a manageable quantity and in a suitable format. It allows records only to remain in offices only as long as they are current and describes procedures for the storage and disposition of non-current records.

How a Records Management Programme works

The centrepiece of a records management programme are General Disposal Authorities from which Records Retention Schedules can be compiled. A Records Retention Schedule describes the contents and purpose(s) of each type of record or record series, and presents the retention requirements for each series.

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