...improper records management in the finance department . What is records management? Records management is a system to manage the creation, copying, distribution, filing, retrieval, storage and disposal of the records created or received in the course of business. Records are information in any media created or received in the course of business, regardless of location or physical form. They include not only paper and electronic files (including databases and e-mail) but also information stored in CDs, audio, video and data tapes, sound recordings, films, photographs, books, maps and many other media. Why is records management important? Records contain information that is a valuable resource and an important business asset. They are required as evidence of policies and activities of companies (to fulfil legal, tax and audit obligations) and for the day-to-day management of businesses. Effective records management enables efficient and systematic capture and retention of information contained within records, and therefore maximises their use as a business resource, while minimising the time, money and effort spent on their retrieval and storage. Records enable business organisations to: conduct their business in an orderly, efficient and accountable manner; deliver services in a consistent and fair manner; support and document policy formation and managerial decision making; provide consistency, continuity, and productivity in management and administration...
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...past, 'records management' was sometimes used to refer only to the management of records which were no longer in everyday use but still needed to be kept - 'semi-current' or 'inactive' records, often stored in basements or offsite. More modern usage tends to refer to the entire 'lifecycle' of records - from the point of creation right through until their eventual disposal. The ISO 15489: 2001 standard defines records management as "The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records". The ISO defines records as "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business". The International Council on Archives (ICA) Committee on Electronic Records defines a record as "a recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity." The key word in these definitions is evidence. Put simply, a record can be defined as "evidence of an event". Records Management is the storage preservation and retrieval of information in the shortest possible time.(MUDD) Records management...
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...What is records management? Everyone who works for the Australian Government is responsible for managing records. Some staff have specific records management responsibilities, but all staff are responsible for managing their own records. Records management ensures that records are systematically and efficiently: * created, captured and described * secured, stored and preserved for as long as they are needed * destroyed or transferred once they no longer have any residual business value. What is a record? All information created, sent and received in the course of your job is potentially a record. Records provide evidence of your agency's business. Whether something is a record depends on the information it contains and the context. Records can be in paper, digital or other formats. Examples include: * emails * faxes * spreadsheets * databases * maps and plans * samples and objects * information in business systems * letters * text messages * minutes * policy and briefing papers * photographs * research data * social media sites. Why is records management important? Records are an important and unique source of evidence and information about the Australian Government and its activities. They provide specific information about the business of your agency .Managing information and records effectively makes your job easier and helps your colleagues. If you regularly make records and keep them in the right places...
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...RECORDS AND ‘RECORDNESS’ INTRODUCTION The purpose of this assignment is twofold. To test understanding and to demonstrate that the overall quality of my chosen sample is based on a reasoned and unbiased evaluation. I will describe my sample, highlight its ‘recordness’ against the internationally recognised standard and underline its key criteria. In so doing my aim is to make an objective comparison and simultaneously corroborate my understanding of the essence of what makes a record. First, some background. Surprisingly, despite the fact that records has been a kept by us for thousands of years it was not until relatively recently (2001) that an internationally accepted records management standard, known as ISO 15489 set out a standard definition of a record. Accordingly, a record as set out in ISO 15489, is defined as “information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.” Against this definition I have chosen a record that I refer to regularly at work to test its ‘recordness’. My sample is the Foreign Office's (FCO) Archive Inventory of its paper Inventory. The FCO’s paper file inventory consists of data from both the 2013 and 2014 record audits and is a full inventory of its archive holdings and is an accurate record of the FCO corporate business activities by the various departments of the organisation and provides information of the records...
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...Table of content Topic | Page no. | Acknowledgement | 2 | Introduction | 3 | History of Balai Bomba Bandar Jengka | 4 | Record Management that has been used in organization | 7 | Current record system that has been used | 9 | Advantages | 12 | Disadvantages | 13 | Electronic record system | 14 | Benefit of electronic record system | 15 | Suggestion | 16 | Conclusion | 17 | References | 18 | Attachment | 19 | Acknowledgement Alhamdulillah, first of all we would like thank to god because finally our group have finish do it record assignment that given by our lecture Madam Siti Farah Suraya Bt Mohd Hashim that teaching us in Administrative Office Management. For this assignment we have do with four group members that is Fadhirul Azrie B AB Ghani, Mohamad Bin Muda, Shahajan Anwar Aswad B Aliff and Khairul Izwan B Arbai. The special thank goes to Balai Bomba Bandar Jengka because give us permission to know about record in the fire and rescue organization. We would like thank to Encik Muhd Roswadi because give us information and help us know about the record in Balai Bomba Bandar Jengka. Then thanks to our parents that always support we in doing the assignment especially by their financial that help we in finished this assignment and their moral support that give us inspire to doing this assignment until finish. My grateful thanks also go to my Library University Teknologi Mara Pahang perpustakaan Al-Bukhari that provided many infrastructures...
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...What does the legislation say about the establishment of library boards, their size, selection, duration/terms, etc.? • Every board shall establish their own policies. • Library system board shall also establish a policy with respect to the provision of municipal library services to any member municipality that does not have a municipal board. • Every board meeting should be and is open to the public. • Every board that operates a library service point shall make its by-laws available for inspection by any person during the hours that the library service point is open to the public. 3. What responsibilities/powers do library boards have? POWER: • To any enactment that limits its authority, has full management and control of the municipal library and shall, in accordance with the regulations, organize, promote and maintain comprehensive and efficient library services. RESPONSIBILITIES: Plan of service: • Municipal boards and intermunicipal library boards - Within 3 years of being established, develop and file with the Minister a plan of service with a mission statement and goals and objectives based on a needs assessment of the municipality or municipalities served by the boards and annually review its plan of service. • Library System Board - within 4 years of being established, develop • and file with the Minister a plan of service with a mission statement and goals and objectives. • Federation board - shall, within 4 years...
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...Research proposal on “RECORD MANAGEMENT PRACTICES IN ICT ENVIRONMENT” Case study: Prime Minister Office – Regional Administration and Local Government TABLE OF CONTENTS CHAPTER ONE 4 1 INTRODUCTION 4 1.1 Overview of business records management in Tanzania 5 1.2 Statement of the Problem 6 1.2.1 Legal requirements: 7 1.2.2 Policy instruments: 8 1.2.3 The current situation 9 1.3 Objectives of the study 10 1.3.1 General objective 10 1.3.2 Specific objectives 11 1.4 Research Questions 11 1.5 Significance of the study 12 2 CHAPTER TWO: LITERATURE REVIEW 13 2.1 Introduction 13 2.2 DATA, INFORMATION, KNOWLEDGE AND RECORDS MANAGEMENT 13 2.2.1 An overview of data, information, knowledge and records 13 2.2.2 Role of data, information, knowledge and records in organizations 14 2.2.3 Information and knowledge as critical resources in development 15 2.3 Meaning of Record 17 2.3.1 Records Management 17 2.3.2 Record keeping principles 18 2.3.3 Management of Public Records 27 2.3.4 Functions and responsibilities of a records office 28 2.4 Record management policies 29 2.5 Managing electronic records 30 2.6 THEORETICAL FRAMEWORK OF THE STUDY 31 2.6.1 Records life-cycle 31 2.6.2 Records continuum 33 2.6.3 Hybrid records life-cycle theory 36 2.6.4 Linking the theoretical framework to the research problem 37 3 CHAPTER THREE: RESEARCH METHODOLOGY 39 3.1 Introduction 39 3.2 Research area 39 3.3 Research design 39 3.4 Population and sampling procedure 39 3.5...
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...organizations are tasked with the proper management of electronic document and records. In the case, of some organizations, electronic records are gradually being utilized and require compliance with laws and/or policies. For compliance to work, with electronic records, organizations often search for and implement an electronic records management system or ERMS. An electronic records management system is a system that uses modern technology to help an organization with the formation, sharing, use, preservation, and disposal of electronic records while maintaining compliance to laws and policies. Records management is a useful system if properly integrate and utilized by trained organization personnel. In order, for the system to be utilized, then an organization should develop records management plans prior to purchase and integration should be performed. By preparing and using a plan for an electronic records management system. Then the process of researching and locating a vendor with an organization’s sought ERMS requirements will prove to be stress-free. During the planning process, for the electronic records management system, an organization will uncover the benefits and challenges into integrating a system. Benefits The benefits of developing a records management plans allow an organization to discuss and make a needs assessment of what type of ERMS would best suit their record managing requirements. Essentially, record management plans are conducted to highlight the...
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...ERMA: Electronic Record Management Application Stacey N. Tucker DeVry University Table of Contents Section Page Number Introduction 3 The Creation, Birth, and Development of ERMA 4 Legal Aspects 5 Strengths of Vizion 7 Weaknesses of Vizion 8 Strengths of ERMA 9 Weaknesses of ERMA 10 Recommendations for Improvement 11 Conclusion 12 Terminology 13 References 14 ERMA: Electronic Record Management Application ERMA, or the Electronic Record Management Application, was designed and developed by Correct Care Solutions for use in correctional facilities across the country. Used primarily in the ambulatory setting and clinics within correctional facilities. ERMA was primary created, and copyright protected for Correct Care Solutions in 2011 and since has been implemented in over two hundred correctional facilities. In 2013, the El Paso County Criminal Justice Center underwent a change of contract, this meant that their medical department was no longer ran by Correctional Health Care, and as such was no longer privy to their current electronic health record Vizion. The conversion from Vizion to ERMA would end up taking almost 2 full years to be put into full effect. The program implementation was meant with many challenges, these included both legalities and overall functionality. Compared to its predecessor ERMA is was still in its infancy and had a long way to go before it would...
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...Current Trends Grace D. Buencamino BSIT-S7C 1.) E1 – World’s smallest 4K interchangeable lens camera The E1, two years in the making, is currently running a Kickstarter campaign not to raise funds for manufacturing, but to promote the company (Z Camera), as it is still an unknown startup. The company launched the campaign in advance of its official announcement, and has already shattered its $42,000 goal (as of this writing, it’s currently at more than $147,000). And unlike many Kickstarter projects, the E1 is real and we’ve played with one; its engineer and creator, Jason Zhang, told us that manufacturing has already started and first deliveries are scheduled for later this year. Zhang was a former engineer with Ambarella, the chipset maker that supplies hardware to GoPro. After branching out on his own, Zhang and a few colleagues saw an “opportunity gap” for a camera that fits between an action cam and a DSLR – small and light enough to fit onto a drone, but more powerful and flexible than an action cam. Built around an Ambarella 4K-capable A9 chipset, Zhang went with a Micro Four Thirds sensor (made by Panasonic) for the E1 because it’s the only open standard option in interchangeable lenses, Zhang says. The E1’s mount works with most Micro Four Thirds lenses from Olympus and Panasonic, as well as some third-party makers like Sigma. The camera doesn’t have any built-in image stabilization, but you could use one of Panasonic’s O.I.S. lenses. The E1 will autofocus any attached...
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...activities efficiency. Information age has changed the way in which traditional recording systems work traditionally, Automated Records Management System (ARMS) tended to mirror historically developed manual recording processes. Therefore, traditional record keeping systems were unable to adapt to change, to support critical business processes. Background of the study Automated Records Management System (ARMS) is one of an important component of modern information System (IS) by which records of an organization is created, captured, maintained and disposed of. This system also ensures their preservation for evidential purposes, accurate and efficient updating, timely availability and control of access only for the authorized personnel. There are advantages with using an Automated Records Management System (ARMS). • The Automated Records Management System will give the business organization streamlined operations that will reduce paper based transactions. • Automated Records Management Systemare quicker as far as entering information is concerned. • With an automated record keeping system, information for a particular period of time can be compiled quickly. Experiences have showed that there are also drawbacks. • Automated Records Management Systemdoes not function when power of the computer is interrupted. • Automated Records Management System is prone in data loss through power failure or viruses, and the danger of hackers stealing data. • Computer fraud is...
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...Criminal Records in the Digital Age: A Review of Current Practices and Recommendations for Reform in Texas Helen Gaebler, Senior Research Attorney William Wayne Justice Center for Public Interest Law The University of Texas School of law March 2013 TABLE OF CONTENTS I. INTRODUCTION .............................................................................................................................4 II. THE PROBLEM: CRIMINAL RECORDS AND COLLATERAL CONSEQUENCES .........................................5 Collateral Consequences Overview ......................................................................................................... 5 Who’s Affected? A Look at the Numbers in Texas .................................................................................. 8 Disproportionality and the Criminal Justice System .............................................................................. 10 Reaching Across Generations and Communities ................................................................................... 11 III. AN OUTDATED SYSTEM: OPEN ACCESS TO CRIMINAL RECORDS .................................................... 12 The Background Checking Industry........................................................................................................ 12 Common Practices and Pitfalls............................................................................................................... 13 Past Calls for Reform .....................
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... MSC/ENV-DESIGN/1927/2011-2012 | 4/23/2012 | LECTURER: ENGR. A.D ABDULAZEEZ ABDULLAHI BELLO | Question 1: What are the challenges construction Organizations face in using traditional form of records management? Question 2: What if any software do construction organizations use in processing and managing project records Introduction No government body or business could survive without making records of its activities. No office could operate successfully if it had to rely on memory alone to keep track of every transaction. Without records, all organised administration would quickly come to a halt. Records, and more specifically the information they contain, are one of the vital resources that an organisation needs to conduct its operations effectively. No organisation could continue without funding, personnel and material supplies. Similarly, it could not operate if it did not keep accurate and accessible records * In the context of an organisation’s business activities, records help to 0 provide a corporate memory 1 formulate policy 2 make appropriate decisions 3 achieve greater efficiency, productivity and consistency 4 meet statutory and regulatory requirements 5 protect the organisation’s interests and those of its...
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...BUGANDA ROYAL INSTITUTE OF BUSINESS AND TECHINICAL EDUCATION - MENGO AUTOMATED IMMUNISATION RECORDS MANAGEMENT SYSTEM A CASE STUDY OF NSANGI HEALTN CENTER III A RESEARCH REPORT BY NAMATOVU ANGELLA BR/DCS/8045/11 A RESEARCH REPORT SUBMITTED TO THE DEPARTMENT OF COMMUNICATION AND EDUCATION IN PARTIAL FULFILMENT FOR THE AWARD OF DIPLOMA IN COMPUTER SCIENCE OF BUGANDA ROYAL INSTITUTE OF BUSINESS AND TECHNICAL EDUCATION JULY 2013 DECLARATION I hereby declare that this research which submitted to the department of communication and education of Buganda Royal institute is my original work and it is and it has never been submitted to any other degree/diploma award institute. Students Name: NAMATOVU ANGELLA Reg No:BR/DCS/8045/11 Date:___________________________ Approval I approve that this research report has been under my supervision and it is ready for Submission to the academic council of Buganda Royal Institute. Supervisor’s Name: Mr. SSekuwanda Henry Signature: ____________________________ Date: ___/07/2013 DEDICATION I dedicate this research report firstly my mother who has sacrificed whatever My siblings and my friends at Buganda Royal Institute for both moral and financial support they have provided. May the almighty God Reward them accordingly. ACKNOWLEDGEMENT I would like to acknowledge this piece of work most especially...
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...‐‐‐‐‐ 5 4.0 DEFINITIONS ‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐‐ 5 1. Official Records Retention and Disposition Schedules ------------------------------------------------------------- 5 2. File Breaking ------------------------------------------------------------------------------------------------------------------- 5 3. Litigation Hold -----------------------------------------------------------------------------------------------------------------6 4. File Integrity ------------------------------------------------------------------------------------------------------------------- 6 5. File Maintenance ------------------------------------------------------------------------------------------------------------- 6 6. Personally Identifiable Information ------------------------------------------------------------------------------------- 6 7. Confidential Information -------------------------------------------------------------------------------------------------- 6 8. Legal Custodian of Electronic Records ---------------------------------------------------------------------------------- 7 9. Records ------------------------------------------------------------------------------------------------------------------------- 7 1. Essential Records...
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