MANAGEMENT OF RECORD CENTRE(IMD 256)

(CHAPTER 1)

1. Good records care begins with establishing policies, procedures and priorities before records are even created.

2. The term `records’ includes all information materials produced in the course of administrative work.

3. Most records are on paper but other format also exist such as electronic records etc.

4. When record cease to become semi current, some of them can be destroyed (under the authority of the disposal schedules).

INTRODUCTION

5. A small number of records may be transferred directly to an archival repository.

6. The majority of the records should be transferred from the record offices to a central place where they can be

kept securely, used as a sources of information and then disposed of systematically.

7. The central place is a RECORD CENTRE.

INTRODUCTION

A building or part of building designed or adapted for the low cost storage, maintenance

and communication of semi current records pending their ultimate disposal.

RECORD CENTER

Any documents created, received, maintained and used by individual/organization (public/private) for the

purpose of legal obligation or in the business transaction , normally its provide evidence.

RECORDS

TYPES OF RECORDS

Current Records

Records that are regularly used for the conduct of current business. Also known as Active records. Normally be maintained in or near their place of origin or in a registry or records office.

Semi Current Records

Records that are infrequently used in the conduct of current business. Also known as Semi Active Records. Normally be maintained in a records center or other offsite intermediate storage pending their ultimate disposal.

Non Current Records

Records no longer needed for the conduct of current business. While records with values can be preserve in archival repository. Also known as Non Active Records.

TYPES OF RECORD CENTER

National Records Center

It manage under Record Management Act and National Archives Act. In Malaysia, RC is located in Petaling Jaya, KL.

Departmental Records Center

Department / Organization manage to have their own RC.

Commercial Records Center

RC which provide maintenance of record for private / company.

RECORDS CENTER

There may be more than one RC in an organization or one RC may have several storage areas.

Kept a records for various periods of time for the legal, financial and administrative requirements.

Only a temporary or intermediate storage facility.

Its is an intermediate stage between the organization and the archival institutions.

Not a place for permanent retention of records.

No records should be transferred to the RC unless appraisal has taken place and there is an action date attached to the records.

Should be equipped with a system for retrieving and consulting the records.

Should be safe, secure, efficient and economical.

Appraisal Is a process of determining the value of records for further used, for whatever purposes and the length of time for which the value will continue. Also known as evaluation, review or selection.

Action Date The date when records are scheduled to be removed from a RC either destroyed, sent to archival institution or reviewed for future action.

FUNCTION OF RC

1. Received and administer all records in what ever format, that are retired from current records system.

2. Provide reference services until the date of their disposal.

3. Dispose all the records according its disposal schedules and plan.

4. As an Information Center for the creating agencies.

5. Provide security for the records.

ACTIVITIES AND SERVICES OFFERED IN RC

1. Preparing records for storage.

2. Executing and maintaining control and retrieval system procedures (Including checking transfer list, filing lists etc)

3. Completing statistical information.

4. Receiving and carrying out requests for

information or records.

5. Implementation of retention and disposal

schedule.

CHARACTERISTICS OF RC

1. Security

2. Security and access

3. Efficiency

4. Economy

SECURITY

To ensure security, the RC must be

externally secure and environmentally

secure.

Security involves both custodial and environmental security and is necessarily both external and internally. All parts of building should be protected. Preventive measures must be in force at all times.

Custodial Security

A high level of security must be maintained in and around the RC. Everyone in the RC should be identifiable. Visitors should wear temporary identification card. Only authorized persons are allowed to access records. Need special area to be set aside for classified documents. Office areas must be staffed during office hour and guarded at night. The RC Manager is responsible to control the keys of the building. If push button control pads/combination locks are used, the managers should take care to control the security codes used. Keys should be numbered and kept in a locked security cabinet. Spare keys should be kept in other location. RC must be included in the disaster control plan.

Environmental Security

RC should be isolated from any dangers such as fire, land slide, flood or natural disaster. Should be installed with automatic alarm system and by constant monitoring of the area. Intruder alarm should connect automatically with the police or security authorities. Smoke and fire alarms should connect with police or security authorities. Staff should be trained to use tools like fire extinguishers and should know what to do in an emergency. Alarm should be tested regularly. Disaster plan should be reviewed and tested.

SECURITY AND ACCESS

The boxes should carry no marking that give a direct indication of their contents.

The content of the boxes are not easily to identifiable on the outside of the box.

Records should be stored in randomly selected location. Classified records must be kept in accordance with general

rules.

Only authorized persons (normally from record agencies)are allowed to get access to the record.

Researchers must get the permission from the creating agencies to get access to the records.

Users come to the RC to consult records, they must do so under supervised condition and they must conform to the rules in force.

CLEAN AND ORDERLY

RC should be cleaned, dusted and inspected on a regular basis.

Records must be protected from damaged, dirt, insects or infestation by moulds.

No one should be allowed to eat and drink.

Smoking must be prohibited at all times.

Records should be kept in proper order so that record can be found at any time with minimum delay.

Kept records in proper containers or wrapping and clearly labeled with their references codes.

Regular checks should be made to ensure records are

returned to their appropriate locations .

EFFICIENCY AND ECONOMY

1. Every record held in RC should be retrievable quickly and easily.

2. Record should be disposed according to a predetermine disposal schedule.

3. Always maintain in a very high quality to ensures the records are protected from hazards of being lost and misplaced.

4. Records are well organized so as to be able to identify and retrieve records efficiently.

5. Must maintain in a low cost budget:

* Space in RC must less than in active office building.

* The building is less expensive than in active office building.

* Records can be store more densely. Can be quantified in terms of the ratio between cubic meters of records stored per square meter of the floor.

• To optimize spaces, RC must be planned on the basis of calculations made of relevant factors such as:

-The quantity of backlog records-The rate of the creation of new records-Rules of the retirement of current records from current systems.-Retention policy as expressed in the disposal

schedules-Legal requirements.

*Records in special formats require special conditions for storage and special techniques for retrieval.

THANK YOU FOR UR ATTENTION!