Managing Records

by Shepherd, Elizabeth; Yeo, Geoffrey

• ISBN13: 9781856043700
• ISBN10: 1856043703
• Format: Hardcover
• Copyright: 2002-12-01
• Publisher: Facet Pub

Summary

This step-by-step handbook for both records managers and librarians covers both paper and electronic materials. Chapters include: understanding records management; analyzing your record keeping needs; designing a system to meet those needs; creating and capturing records; setting retention and disposal criteria; maintaining records and assuring integrity; providing access and controlling use; practical business and managerial issues.

Table of Contents

Preface	ix
Editorial note	x
Introduction	xi
Why keep records?	xi
Why is good records management important?	xii
How can this book help?	xiii
Understanding records management	1	(29)
Defining the key terms in records management	1	(4)
The life of the record	5	(5)
Records as evidence and as sources of information	10	(3)
Records, documents and data	13	(4)
Records management and related disciplines	17	(3)
Managing paper and electronic records: the hybrid environment	20	(2)
Records management programmes, systems and standards	22	(5)
Managing the life of the record	27	(3)
Analysing the context for records management	30	(42)
Using analytical techniques	31	(4)
The organization and its environment	35	(6)
Understanding organizational cultures and structures	41	(8)
Understanding organizational systems, functions and activities	49	(8)
Analysing and modelling systems	57	(7)
Elementary and aggregated records	64	(2)
Surveying records and records management systems	66	(4)
From analysis to implementation	70	(2)
Classifying records and documenting their context	72	(29)
Understanding the context of records	72	(2)
Designing a classification scheme	74	(7)
Organizing and classifying records in paper-based systems	81	(5)
The architecture of a paper records system	86	(3)
Metadata for paper records	89	(2)
Classifying electronic records	91	(8)
Classifying records in hybrid systems	99	(2)
Creating and capturing records	101	(45)
Principles of records creation and capture	102	(3)
Creating records	105	(3)
Capturing records into a records management system	108	(4)
Ensuring that records are captured systematically	112	(2)
Capturing records of routine processes	114	(1)
Capturing records of creative processes	115	(9)
Capturing information products in a records management system	124	(3)
Capturing data records and datasets	127	(1)
Capturing dynamic digital objects	128	(2)
Registering records	130	(4)
Assigning unique identifiers	134	(4)
Assigning metadata	138	(8)
Managing appraisal, retention and disposition	146	(27)
The need for retention controls	146	(1)
The development of appraisal: theory and practice	147	(6)
Appraisal strategy: a framework for decision making	153	(2)
Appraisal criteria	155	(7)
Documenting and applying retention decisions	162	(4)
Reviewing retention decisions after the creation of records	166	(3)
Retention of `legacy' records	169	(1)
Disposition	170	(1)
Quality control and documentation	171	(2)
Maintaining records and assuring their integrity	173	(43)
Storage systems for paper records	173	(2)
Establishing and managing a records centre	175	(7)
Options for electronic records	182	(1)
Managing archives	183	(1)
Selecting and using storage media and equipment	184	(4)
Storage location control	188	(2)
Conversion to an alternative medium	190	(4)
Preserving electronic records over time	194	(7)
Protecting records against loss, misplacement or alteration	201	(7)
Threats and hazards: risk assessment and reduction	208	(1)
Business continuity planning	209	(7)
Providing access	216	(30)
Meeting the needs of users	216	(5)
Approaches to retrieval	221	(18)
Confidentiality and rights of access	239	(3)
Managing external access to records	242	(1)
Archival services	243	(3)
Implementing records management: practical and managerial issues	246	(24)
Getting started	246	(3)
Developing records management programmes and systems	249	(17)
Maintaining the impetus	266	(2)
Recording records management	268	(2)
Conclusion	270	(3)
Appendix A Bibliography and sources of further information	273	(22)
Records management websites	273	(1)
General works in print	274	(2)
Journals	276	(1)
Selected further reading on specific topics	277	(18)
Appendix B Select list of national and international standards	295	(4)
Appendix C Professional organizations for records managers in English-speaking countries	299	(4)
Index	303