Question

State and explain the elements of records management programme

Answer 1

Answer:

Fundamental areas of a basic records management program include:

Policy and procedure development. ...

A records retention and disposition program. ...

Data collection/forms management. ...

Active records management. ...

Inactive records management. ...

Training and outreach program.

I HOPE IT HELPS YOU...

Answer 2

Answer:

Records Management

A. Introduction

B. Records Management Objectives

C. A Policy Statement

D. An Advisory Body Can

E. An Advisory Body Can

Explanation:

A. Introduction

Many college and university archival programs include records management. This section outlines basic considerations and components of records management programs either within or organizationally separate from archival programs. See also the suggested readings in Appendix II.

B. Records Management Objectives

• Protect institutional information resources throughout their life cycle. This includes complying with state and federal laws and regulations, identifying vital records, and implementing strategies for preserving information and records of long-term value.
• Improve the flow of information in the organization.
• Establish a records management component in institutional information resource policy and planning.
• Provide for adequate data collection and information access and retrieval; including institutional positions on privacy and confidentiality

C. A Policy Statement:

• defines what "record" means within the context of the institution's mission and administrative rules, state and federal laws;
• specifies ownership of institutional records;
• designates records management responsibilities and roles in areas such as systems development and maintenance, information architecture design, and standards development;
• defines records management roles and responsibilities at all levels of the institution;
• indicates how to develop, approve and implement retention and disposition policies and who will do them;
• explains how to provide internal and external access to institutional records and information; this policy should address state and federal laws that may be appropriate, especially privacy and open records laws, as well as institutional administrative rules;
• specifies policies and practices that will make wise use of information technology to ensure the right tools for the right applications.

D. Organizational Relationships

The administrative relationships must facilitate a systems approach to records management; i.e., analyze and appraise all components of an information systems as a unit. This approach requires coordinated and cooperative organizational relationships to bring together and address the needs of the records creator, information technology staff, records management, archives and others. Organizational relationships should:

• provide authority for program staff to operate on an institution-wide basis including authority for the archivist/records manager to negotiate directly with campus offices regarding all facets of the records management program;
• ensure access to appropriate campus offices and staff;
• include a working relationship with campus legal and audit staffs;
• foster effective working relationships with information technology staffs and others involved in information policy and planning and systems design;
• provide a structure for cooperation and communication between the institution's archival and records management program personnel, in cases where the records management program is organizationall