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What are Records ? Document that memorizes and provides objectives,
evidence of the activities performed,events occured,results
achieved or statements made.
Records are created/ recieved by an organisation in routine
transaction of its business or in pursuance of its legal
obligations.
In the post office scenario it includes all the documents of
transactions we preserve for our legal obligations or for our
business purpose like mail list,regd list etc.
Why Records ?
It is legal requirement in some cases
Some data may have historical value
For Future Planning
For Fixing responsibility
To ensure continuity in administration
For providing evidence in case disputes
Records Life Cycle
It mainly involves the following stages
CREATION
SORTING
MAINTANANCE
FILING
WEEDING OUT
What is records management ?
Record Management also known as records information
management or RIM is the professional practice or
discipline of controlling and governing what are
considered to be most important records of an
organisation through out the records life cycle.
Activities involved in controlling the life cycle of a record,
beginning with its creation and ending with ultimate
disposal.
Leads to prevention of creation of unnecessary
documentation.
Early identification of papers lasting value and systematic
planning of retirement procedures.
Why records management?
Efficient administration
Easy retrieval of data whenever required.
Better Space & Cleanliness
6
Steps involved in Record Information Management
Identification
Classification
Prioritization
Storage
Securing
Preservation
Retrieval
Disposal
Identification of Records
It is the means by which consensus is achieved within an
organization that leads how a record is uniquely
distinguished from other non- record material such as a
convenience file or draft.
Classification of Records
It is a means of working with records to assist in functions such as
creation, organization , storage, retrieval or movement of records.
At the highest level of classification is physical records vs Electronic
records.
Types of Records
Physical Records
Records such as paper that can be touched and which take-up
physical space.
Electronic Record
Records are referred to as digital records that are generated with
and used by information technology devices.
Prioritization of records It involves the assessment of relative importance of various
records of an organization which leads to the selection of
security to be provided in each case.
Storage & Securing of Records
It is the way of making records accessible and safeguarded
against environmental damage.
It involves storing in file cabinets or specially employed file
rooms.
Vital records may need to be stored in a disaster resistant
safe to protect against fire flood, earth quake etcPreservation of Records It refers to maintaining records through the study ,
diagnosis, treatment and prevention of damage and decay.
Retrieval of Records How a data can be easily retrieved from the available
records.
Disposal of Records
The way through which the records are weeded out after the completion of the preservation period.
Benefits of Effective Record Management
Minimizes Retrieval Time.
Improved Productivity.
Improved Discipline.
Better Work Culture
Cleanliness
Practical Approach to Preservation of records
What we Propose ? Identify Preservation period of each record. Records of a Permanent nature such as Office order Book,
Complaints and Suggestion Book should be kept in locked almirahs with proper labeling.
Records of Fixed preservation periods should be arranged in Racks in the Record Room in monthly bundles with proper labels.
Vertical alignment is preferred to save space and for easy retrieval. Labeling may be done at the outward edges of bundles.
What we need ? Record Room with proper lighting. Almirahs and Racks File Folders and Guard Files CD Albums
Contd..
Use separate racks for each year & in each rack there may
be separate space for various departments.
If the purchase application forms of un-discharged
certificates in the very old guard files are segregated and
kept in separate guard files.
Use of guard files can be dispensed with if the individual
application forms are kept in transparent plastic folders.
A register showing the details of items weeded out and
the period up to which weeded out is to be maintained.
PROBLEMS IN PRESERVATION OF RECORDS
5.1.16
The problems in preservation of records can be
briefly classified under the following areas:
Volume
Duration
Space
Retrieval
VOLUME & DURATIONVolume: Records when they are to be stored grow in volumes and
this poses a problem in arrangement and storing. Extra care must, therefore, be taken not to store unnecessary records.
Duration:Various periods for preservation of records are prescribed
in the rules. They must be clearly understood and periodically old records must be weeded out.
SPACE & RETRIEVAL
5.1.18
Space:
Arrangement of records must be well organized to save space.
Vertical expansion for storage must be preferred
Care must be taken in deciding the shape of racks, almirahs
Retrieval:
Retrieval process must not consume lot of energy and time.
Arrangement pattern must come to rescue as to enable to
place our hand on the record required almost instantly.
Guidelines for preservation Following records should not be destroyed on any count
Records connected with expenditure which is within the period of limitation fixed by law
Records connected with the expenditure on projects, schemes or works not completed, although beyond the period of limitation
Records connected with claims to service and personal matters of affected persons in the service
Orders and sanctions of a permanent character, until revised
Account records on which audit objection is pending should not be destroyed until final adjustment
All relevant records in connection with complaints involving claims to be preserved till settlement
A register of destruction of records in Form ACG91 to be maintained in each office and preserved permanently; Full details of destructions to be entered
GUIDELINES FOR DESTRUCTION
Old records except those mentioned below are to be torn up
and sold as waste paper
If no buyer comes up they should be destroyed by fire
The following records should be destroyed by fire
Confidential records
Book of Postmarks
The following PO records should not be destroyed without special permission of the Head of circle
Post Office order book(except in BOs) Register of undeliverable passbooks in deposit in HO Correspondences and documents on which enquiry is in
progress or relating to cases not fully closed Character sheets of officials in service and those who have
absconded Nominal Roll