Organising and Controlling Current Records - International Records ...

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SUMMARY Lesson 2 has considered the general principles of records control. It has looked at what happens when there is a loss of records control. It has looked at the primary level of control (series) and the secondary levels of control (registration, classification, indexing, tracking and appraisal and disposal). ORGANISING AND CONTROLLING CURRENT RECORDS 44
STUDY QUESTIONS 1. What is metadata? 2. What is the purpose of records control? 3. Name at least five symptoms of the loss of control of records. 4. Explain the concept of series control. 5. What is the series? 6. Why are records linked together in a series? 7. What is the concept of business systems analysis? 8. How does business systems analysis relate to series control of records? 9. What are the five main mechanisms used as secondary levels of control of records? 10. Define registration. 11. What is a document-based system? 12. What is a file-based system? 13. What kind of information should go into a document-based register? 14. Define classification. 15. What are the four main requirements of a classification scheme. 16. Define indexing. 17. What is a thesaurus and why is it important in indexing? 18. What is an authority list and why it is important in indexing? 19. What problems can occur if indexing does not conform to any rules? 20. What is a keyword list? 21. What are the main steps in constructing a controlled vocabulary? ORGANISING AND CONTROLLING CURRENT RECORDS 45
Page 1 and 2:
MANAGING PUBLIC SECTOR RECORDS Orga
Page 3 and 4: MANAGING PUBLIC SECTOR RECORDS A ST
Page 5 and 6: MPSR Project Personnel Project Dire
Page 7 and 8: Donors The International Records Ma
Page 9 and 10: CONTENTS Introduction 1 Lesson 1: T
Page 11 and 12: ORGANISING AND CONTROLLING CURRENT
Page 13 and 14: Outcomes When you have completed th
Page 15 and 16: ADDITIONAL RESOURCES This module as
Page 17 and 18: THE CONCEPTS OF RECORDS ORGANISING
Page 19 and 20: Records help to preserve a nation
Page 21 and 22: linking it to the activity or trans
Page 23 and 24: and must be preserved. Only by know
Page 25 and 26: ORGANISING AND CONTROLLING CURRENT
Page 27 and 28: Semi-current records: Records requi
Page 29 and 30: The Concept of Record Keeping The t
Page 31 and 32: • Governments need well-managed r
Page 33 and 34: SUMMARY Lesson 1 has introduced the
Page 35 and 36: 18. What are the records management
Page 37 and 38: particular procedure but this was n
Page 39 and 40: the record, the context in which it
Page 41 and 42: Activity 6 What mechanisms are used
Page 43 and 44: Business Systems Analysis Business
Page 45 and 46: eplaced by file-based systems becau
Page 47 and 48: Activity 9 Are records in your orga
Page 49 and 50: Keyword lists control vocabulary an
Page 51 and 52: ensure that, for example, a particu
Page 53: Some electronic information, for ex
Page 57 and 58: ACTIVITIES: COMMENTS Activities 6-1
Page 59 and 60: NEEDS ANALYSIS Records are not crea
Page 61 and 62: of the module will examine those ar
Page 63 and 64: Activity 15 Where is your records m
Page 65 and 66: Staffing The quality of any records
Page 67 and 68: maintenance of standards, manuals a
Page 69 and 70: SUMMARY Lesson 3 has examined the p
Page 71 and 72: ACTIVITIES: COMMENTS Activities 13-
Page 73 and 74: coding scheme and retention and dis
Page 75 and 76: It may be advisable to abandon the
Page 77 and 78: equired at each of those points to
Page 79 and 80: Introducing a New or Improved Syste
Page 81 and 82: • stimulate interest in and raise
Page 83 and 84: The team will also analyse the inte
Page 85 and 86: As a general rule, it is preferable
Page 87 and 88: Clearing a backlog can greatly impr
Page 89 and 90: IDENTIFYING CONTROL POINTS To be ef
Page 91 and 92: • file plans to record the existe
Page 93 and 94: STUDY QUESTIONS 1. Describe three s
Page 95 and 96: ACTIVITIES: COMMENTS Activity 19 Th
Page 97 and 98: not always be clear when a policy i
Page 99 and 100: Small Organisation Large Organisati
Page 101 and 102: held in an arrangement that reflect
Page 103 and 104: • A file classification system sh
Page 105 and 106:
Suitable for: single-series records
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On the other hand, a well-designed
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Administration M (Series) Product
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Suitable for: large, more complex s
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classification systems based on wel
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Alphabetical Systems Alphabetical c
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Like classification schemes, coding
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Alphabetical coding systems based o
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Training Awards for Ministry of Hea
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DOCUMENTING FILING SYSTEMS Whatever
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For administrative files, which may
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ARRANGING COMPUTER FILES In compute
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STUDY QUESTIONS 1. Explain the purp
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ACTIVITIES: COMMENTS Activities 25-
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The covers of paper files, also kno
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FILING PAPERS Papers should be file
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Documents that should be filed incl
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Each file should have a title that
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deals continues to generate papers.
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e the subjects of several files. Fi
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It may also be possible to adapt an
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AGRICULTURE Livestock (narrower ter
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1. Government of [name of Governmen
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ESTABLISHING CONTROL OVER NEW FILES
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The file diary enables the records
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SUMMARY Lesson 6 has been concerned
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21. Why should the closure of a fil
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TYPES OF DOCUMENTS Remember the def
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RECEIPT OF INWARD CORRESPONDENCE Al
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(1) Serial Number (2) Date of Lette
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Sheet No __________ (1) Serial Numb
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correspondence relates. He or she t
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there is a clear distinction betwee
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SENIOR OFFICERS’ CORRESPONDENCE S
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STUDY QUESTIONS 1. Name at least fi
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MAINTAINING AND USING FILES ORGANIS
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Vertical filing, usually in four-dr
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NUMBER OFFICE OF THE HEAD OF THE CI
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A records office should know the lo
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File Request Form (Please complete
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The person completing the form shou
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Date ________________ File Ref Numb
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A variety of copying processes are
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The decision to convert records in
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SUMMARY Lesson 8 has examined issue
Page 195 and 196:
ACTIVITIES: COMMENTS Activities 40-
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Activity 44 Based on the work you h
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Priority 4: Determine the Points of
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professionals, to enable them to us
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ADDITIONAL RESOURCES There are many
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Winterman, Vivienne. ‘Records Man
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STUDY QUESTIONS • In your own wor
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