Topic 6 Record Administration

Introduction

Records are very important in modern business. The office is responsible for maintaining the records for future reference.

A good and systematic preservation and maintenance of incoming and outgoing correspondence is known as Filing.

According to Littlefield and Patterson, “Record management can be described as the management control records.”

According to Denyer; “Modern records management involves much more than the method of filing or the systems of classification, important though these are, indexing, central filing, record retention, follow up and micro-photography, all these receive attention in the present day office.”

Objective of Records Management

Past records of the business are maintained because:

1.      Accounts of progress kept in an orderly manner (for historical purposes)

2.      Proper study of the position of the firm (to monitor progress and use records to research into improving the business)

3.      Comparison of business (quarterly performance)

4.      In case of disputes (legal implications and settlement)

5.      Policy making (to decide on future policies and plans)

6.      Legal requirements (records are to be kept for a number of years in PNG 6)

7.      Evidence (in court cases)

8.      General use (customer’s queries)

9.      Facilitates to detect errors and waste (refer to errors and wastage) 

Principles of Records Management

For modern business to be successful, they must base their record management on the following principles:

1.      Verification – records must be verified

2.      Justification – records must be maintained with some justifiable purpose.

3.      Classification – according to their use

4.      Information – must be available when needed

5.      Elasticity – in capacity so that expansion or contraction of records is possible

6.      Reasonable cost – cost for record management be reasonable. 

7.      Record management must be simple, accurate, economic and useful for organization. 

Record Management

Zane K Quible said “Record Management refers to the activities designed to control the life cycle of a record for its creation to its ultimate disposition.” Accordingly the life cycle of records involves the following:

Creation Stage: involves design and control of office forms. Data must be recorded accurately.

Storage stage: concern with classification and proper folders. Storage must be in an accessible location.

Retrieval Stage: when the information is needed the file can be access quickly.

Disposition Stage: concern with disposition of obsolete and unnecessary records. Valuable documents are preserved in waterproof and fire proof cabinets.                                           

Essentials of Records Management System;

—  Simplicity,

—  Accuracy,

—  Economy and

—  Usefulness

Analyzing record keeping;

—  Are the records necessary?

—  Are the records used?

—  Are the records made to avoid unnecessary writing? etc 

Filing

Filing is the systematic arrangement and keeping of business correspondence and records so that they may be found and delivered when they are needed for future reference. (Neuener n Keeling).

It is the process of arranging and keeping records.

What George Terry said “Filing is the placing of documents and papers in acceptable containers according to some predetermined arrangements so that any of these when required, may located quickly and conveniently.”

 

 

 

Source:

Office Management by Pilai, R.S.N, Bagavathi. S.Chand & Company Ltd. Ram Nagar, New Delhi-110055, 2003.