Records Management

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1/31/2013

| Class; BTCIT/BTCLGA I/FOA | Marzuk Abdul Maziku. |

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TANZANIA PUBLIC SERVICE COLLEGE

RECORDS MANAGEMENT

Class; BTCIT I/BTCLGA I/FOA

Nature of work; Handout

Topic No 2; Records Management in organizations

Prepared by; Abdul Maziko.

“Trust nothing suspect everything”

Introduction.

• records management is an application of systematic and scientific control to the recorded information required in the operation of an organization’s business (Robek et al , 1995)

• Records Management:Systematical control of records in their entire lifecycle, that is, from creation to Disposition.

• Recordkeeping:a process of maintaining, distributing, indexing and storing records for proper use.

REASONS FOR MANAGING RECORDS:
a) Because they are a key resource like personnel, finance, stores are to an organization. b) Because they save as evidence of the rights and obligations of individuals organizations and the Government. c) Because they enforce and support laws, rules and regulations of organizations. d) Because they provide facts and figures needed to transact business in the organization. e) Because they assist organizations in achieving objectives, monitoring performance of their operations identifying emerging problems and how to solve them. Because they minimize customer’s complaints

REASONS FOR KEEPING RECORDS:
a) Cultural heritage purposes
b) Reference purposes
c) Investigation/Research purposes
d) Answering enquiries/question

AIM OF RECORDS MANAGEMENT:

Sending the RIGHT records to the RIGHT officers at the RIGHT time with the LEAST possible cost.

BENEFITS/ADVANTAGES OF GOOD RECORDS MANAGEMENT:
a) Source for improved decision-making
b) Faster access to information

Importance/role of records management in organizations

• To furnish accurate, timely, and complete information for efficient decision making in the management and operation of the organization in a costly manner;

• To process recorded information as efficiently as possible.

• To render maximum service to the user of records and to ensure the secure storage of vital records which are essential to resume operations in the event of disaster.

• To ensure regulatory compliance and minimize litigation risks. i.e. organizations use records to respond to challenges made against them whether in a court of law, legislators, regulations or Civil society.

• To support accountability when they need to justify that they have accomplished their obligations or complied with best practice

• Records can also be used for cultural purposes, research or to promote awareness and restore corporate history.

Plenary Discussion:

What are the indicators of poor records management in public offices?

1. Mixing of active and non-active records

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2. Files piled up on the floor
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3. Files being too bulky
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4.Files cannot be located quickly
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5. Records piled up on working desks
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OTHER SYMPTOMS OF POOR RECORDS MANAGEMENT:
a) Loss of management information
b) Failure to supply ministerial information
c) Failure to supply inter departmental information
d) Failure to fulfill legal, contractual, statutory responsibilities e) Failure to provide information to the general public f) Failure to follow procedures
g) Causing financial loss to third parties
h) Public loosing confidence over the Government
i) Causing political embarrassment
j) Unauthorized disclosure of personal information
k) Breach/disclosure of confidentiality on National Security matters or issues

PROBLEMS OF...
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