It
is important for all organizations, large or small, to have good record-keeping
procedures. Records hold essential information for day-to-day running of an
organization. They are effectively the “memory” of an organization.
Records meet various requirements.
They store information about personnel, customers, clients and the organization
itself. They contain evidence of business transactions. Records also meet legal
and accountability responsibilities. For example, they can prove that the
organization has paid the right taxes, and complied with the legal requirements
in various areas. They also used to maintain important historical records of
the organization.
Forms of records
Records come in different forms. They
can be electronic data store or they can be hard copy. Some organizations
(though not the average office) keep records on microfilm.
Records vary depending on the type
of organization. However, there are some kinds of records which all
organizations keep. These include copies of correspondence, financial records
and details of wages paid to staff.
What ever records the organization
keeps, the filing system should allow staff members to find the information
they need quickly and efficiently. The organization should have a filing
procedures manual in which these details are outlines.
Centralized and Decentralized records
Centralized records
Many large organizations have a
centralized records department. This means that all the records are kept in one
place. The centralized record department has the responsibility for records for
the whole organization and has total control over the distribution and release
of information.
Decentralized records
Decentralized records may be
decentralized with central control or have autonomous control. This system has
become more common in recent times. May organizations and departments now
control and maintain their own records.
The advantages of decentralized
records are that there is easy access to files and that each section has
control of its records within its own area. The disadvantages are that each
section needs to have the right equipment for record-keeping and more staff
need to have the expertise to keep records correctly.
Many organizations use a combination of
centralized and decentralized records.
Records Management
Records management covers the
complete cycle of record from its creation to its disposal. The complete cycle
is:
- Records creation
- Records maintenance
- Records utilization
and transmission
- Records retention
- Records disposal
Filling Classification
Filing means classifying, sorting,
arranging and storing records according to particular classifications.
The six most common types of
classification are:
- Alphabetical
- Numerical
- Alpha-numerical
- Geographical
- Subject
- Chronological
Organizations choose the classification
that suits their needs.
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