This records management handbook provides guidance and procedures for the handling of department of energy doe records and related materials. Pdf an assessment of records management practice in. Portable document format for archiving is a file format based on pdf that provides a. The foundation of our records management program is the. Since that time, there have been many changes in the mental healthintellectual or developmental disabilitiessubstance use. An effective records management program is vital to the success of the district and requires the cooperation of every school and department. Part ii is the subject file classification system used for. Metadata according to the national information standards organization niso, metadata is structured information that. They may contain records inventories, correspondence, classification designations, records control, equipment, filing procedures manuals, training information, and other documents created by the state archives and other agencies to facilitate. Revisions were made throughout andmajor changes were made to the disposition schedules for don records contained in part iii.
Authorization to destroy records form pdf records transfer. Finally, this tool kit as a whole is intended to be the records management manual that is. This manual provides guidelines and procedures for the proper administration of a records management program. The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the job aids web pages. Retain for 3 months after acknowledgment andor referral and then destroy. Records management provides a rational basis for making decisions about recorded information, including what should be saved or discarded. The local government agency may begin to dispose of records according to the provisions of the newly approved schedule. The purpose of the records management manual is to help re 20 pdf ubc staff and faculty. Records management by judith readsmith, managing the crowd.
Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal. Recorded information management manual province of british. Next, simply install installer via module management in vtiger crm by importing the. The manual should be used in conjunction with the series of records management publications issued by the government records service grs. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the. Records provide information for planning and decision making, form the foundation for government accountability, and are often subject to specific legal requirements. Guide 3 records management policy this guidance has been produced in support of the good practice recommendations in the code of practice on records management issued by the lord chancellor under section 46 of the freedom of information act 2000. Appointment of records management liaison officer the city shall appoint a records management liaison officer rmlo in accordance with florida law, and the rmlo shall serve as the agency contact with the state of florida. Go to listview of particular module and select 1 to n records. Records management procedures manual depaul university. Records management manual 11 the archives and records management unit, admditissarc, is responsible for the implementation and development of unescos records management programme. The library of virginia presents virginia public records management manual 800 east broad n richmond, virginia 23219.
Records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Alaskas archives and records management program, which describes the program, its mission, services available, and employee. The records manager provides technical leadership, management, administration and support in the areas of electronic document management and records management. Policies and procedures, records disposition schedules, and records transferal forms, which may be photocopied, are contained in this manual. Records management procedures manual page 6 management of active paper records paperbased, active records are managed in office locations where they are used. Serves as the technical project manager for departmental and enterprise documentrecords. This officer who may delegate specific tasks will have custody of.
Retention and disposition vocabulary record series a group of related records disposition instructions for how long you must keep a records series and how to dispose of it record copy a record held by an office that is the official keeper of that record for the university. This manual replaces secnav manual m5210, department of the navy, navy records management program, records management manual, december 2005. Acknowledgement files acknowledgment, transmittal of inquiries, and requests that have been referred elsewhere for reply. University archives collections university archives. Records management procedures manual camosun college. This manual provides guidelines and procedures for the proper administration of. Mar 01, 2000 records are created, or received, in the conduct of business to support administration, to ensure accountability, and for cultural purposes, to meet the needs of society for collective memory and. The administrative section with yellow tabs and the program section with blue tabs can be accessed through this web page. Pdf information management is the foremost function of public administrations process. This records management program shall form part of asots records management manual rmm. Records management files records used in creating and establishing records management programs. The seven attributes of an effective records management program. The first version of the records management manual was published in 2005 as a training tool. Records management manual society of american archivists.
Management services will retain the original approved schedule. Handbook on records management practices and guidelines. Archives and records management is based upon the records series concept and two primary principles, the records life cycle and records appraisal. We recommend that you begin by reading the electronic records management strategy guidelines for a general introduction to key concepts. University archives and records management services.
City of sebastian records management policies and procedures policy 1. 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. Records are a basic tool of government administration. Managing the life cycle of records is the responsibility of the division of mental health, developmental disabilities and substance abuse services dmhddsas, local management entities lme and provider agency staff. Since that time, there have been many changes in the mental. The records management manual is intended to be read by all officers, particularly those who have records management andor custodian responsibilities. Chapter 9 records management revised april 18, 2006 what is the purpose of records management. To establish and administer in the executive branch of state government an active, continuing program for the economical and efficient management of. Archives, including the records management manual and the records retention schedules. The basic unit used in all discussions of records management and all records retention and disposition schedules is the record series. Module 1 understanding the context of electronic records management module 2 planning and managing an electronic records management programme module 3 managing the creation, use and disposal of electronic records module 4 preserving electronic records module 5 managing personnel records in an electronic environment. 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. Over time the electronic formats of records will become more prevalent.
University employees routinely create, receive, use, and destroy records in the normal course of business, and records management provides rules and a structure for ensuring that all of these processes happen in a way. Each agency shall ensure that records created after july 1, 2006 and authorized to be destroyed or discarded in accordance with. 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 recordkeeping system. A procedures manual could form the basis for the archival institutions own procedures manual.
We recommend that you begin by reading the electronic records management strategy guidelines for a. Supervise the disposition of records, including destruction of records meeting the minimum retention periods and the transferring of semiactive records to low. The seven attributes of an effective records management. Apsm 452 records management and documentation manuals. The records management program for the state of maine is authorized by. Get email alerts on latest news and upcoming events. For the purposes of this manual, records officer and records manager are one and the same. The information management act came into effect in may 2016 the rim manual is being revised to comply and remove references to the repealed document disposal act updates and new policies are planned and will be added over time.
Accordingly, the university has established the following records management policy and records management program and retention schedule to maintain, protect, and retain or dispose of records in accordance with legal, historical, and reference needs. Applying effective records management practices definition of a record. Feb, 2020 the fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the job aids web pages. Since this is somewhat hard to explain in this pdf document, we refer to the example model run. In addition, the university archives should be contacted for advice. The university of iowa is required by law to develop internal rules for the economical, efficient, and systematic management of its records. This edition of the siolta user manual replaces previous individual user manuals and is. An effective records management program can reduce storage and retrieval costs and increase. A member of the archives staff will be appointed editor of the manual. Coordinate training of records management staff and users. Electronic records management guidelines introduction section containing questions to spark discussion, and an annotated list of resources to use for more detailed research. The library of virginia presents virginia public records.
This manual implements the policy set forth in secretary of the navy instruction secnavinst 5210. Records and information management functions include activities such as implementing filing systems, establishing retention and disposal schedules, protecting. Serves as the technical project manager for departmental and enterprise document records. Records are defined as any information created or received by unesco staff members during the performance of their duties for the organization. In addition, the university archives should be contacted for advice and guidance. The procedures listed above may also be used to submit a revision or. All entries on the records retention schedule are approved by the department, records management and office of general counsel. Records management manual 11 the archives and records management unit is. Records management and documentation manual for providers of publiclyfunded mhddsa services capmrdd services and local management entities north carolina department of health and human services division of mental health, developmental disabilities, and substance abuse services apsm 452 revised march 1, 2009.
Permanent records in portable document format pdf specifies requirements for transferring permanent pdf records to nara. Pdf the use of computers within the electronic environment has led to rapid and. Identifying the records that support the agencys work is the foundation of a successful records management program. The manual is designed to be flexible and to meet the specific requirements of various offices. System analysis procedures manual for keeping electronic records. Records management is the systematic control of records throughout their life cycle. This records management manual is to be consulted by all personnel of the national museum of women in the arts when making decisions about official records disposition. Electronic records management resource guide trainingrecords management nara has developed updated records management courses designed to. The disposition schedules are listed by standard subject identification. An assessment of records management practice in selected local government councils in ogun state, nigeria.
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