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Published by aliffaiman97, 2019-12-04 21:36:09

IMR652 - BusinessRecord

preservation Policy


2018

http://www.nationalarchives.gov.uk/documents/preservation-policy-june-2018.pdf

Both physical and digital collections are preserved at The National Archives. The purpose is to
preserve these collections for posterity, to retain authenticity and value, to facilitate access, and to
protect our current and future collections from risks such as deterioration, damage, loss,
corruption or obsolescence.







Records collection policy


2018

http://www.nationalarchives.gov.uk/documents/records-collection-policy-2012.pdf

This policy is an update of our previous Acquisition and Disposition Strategy. It sets
out which records we will and will not collect from public records bodies, when we
will collect them and where they will be held.


As well as providing high-level guidance for public records bodies preparing to
transfer records to The National Archives, this policy enables members of the public,
including those who use our archives for historical, academic or personal research, to
find out what types of records we will collect.







persistent handling policy

2019


http://www.nationalarchives.gov.uk/documents/persistent-enquiries-policy.pdf

The purpose of this policy is to provide a tool for The National Archives when con-
sidering whether enquirers are displaying unreasonably persistent behaviour, and to
explain the appropriate actions that The National Archives will take in this instance.

















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glossary of record management




term
























































































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glossary of record management




term


https://www.library.wisc.edu/archives/records-management/training/glossary-of-records-management-terms/



Active Records: Records which are used in an office at least once per month.

Administrative Value: The usefulness of records to the office of origin for carrying out its day-to-day
activities.


Appraisal: The evaluation of records to determine their value and proper disposition.

Archives: An area utilized for storage of inactive records, manuscripts, papers, and memorabilia which
are retained permanently for historical, legal, research, or social reasons. Also, the agency responsible
for selecting, preserving, and making available non-current records with long-term value

Disposition:. The final state in a record’s life cycle, involving either:
• destruction
• transfer to inactive storage with destruction at a specified later date
• transfer to the University Archives for permanent preservation

Document: Recorded information regardless of form or medium.


Evidential Value: The usefulness of records as the primary or legal evidence of an organization’s authori-
ty, functions, operations, transactions, and basic decisions and procedures.

Family Educational Rights and Privacy Act: Also known as FERPA or the Buckley Amendment. The
Act provides students with the right to inspect and review their education records; insures that in most
instances the contents of education records may not be disclosed without the student’s consent; and per-
mits students to request the modification of inaccurate or otherwise inappropriate education records.

Filing: The process of sorting and arranging, classifying or categorizing, and storing records so that they
may be retrieved rapidly when needed.


Filing System: A planned arrangement of records designed to satisfy the reference needs of the people
who use them. The classification scheme which structures records so that they are readily accessible and
complete


Fiscal Value: The usefulness of records for information about the financial transactions and obligations
of an organization.

Historical Value: The usefulness of records for historical research concerning an organization’s func-
tions and development, or for information about persons, places, or events.


Inactive Records: Records used in an office less than once a year.

Informational Value: Factual data about the persons, events, problems, and conditions of the record
creator, and which may be useful for historical research or other studies.




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Intellectual Control: A series of measures, such as box and folder inventories, card catalog entries, and
indexes that enable users of records to find the information they need.

Legal Value: The usefulness of records to contain evidence of legally enforceable rights or obligations
of the government or private persons.

Lifecycle: The theory that the paperwork of an institution goes through distinct phases: records are
created, used for some purpose, stored or filed for future reference, evaluated, and eventually disposed
of or transferred to an archives for permanent retention.


Non-record: Stocks of printed or reproduced documents kept for supply purposes where file copies
have been retained for record purposes;

• books, periodicals, newspapers, or other library materials preserved solely for reference
purposes;
• preliminary drafts or computations, worksheets, and informal notes which do not represent
significant steps in the preparation of a record document;
• duplicate copies of documents preserved only for convenience; materials not filed as evidence
of departmental operations or for their informational value;
• or personal materials which are the property of the custodian and which have no relation to
official duties.

Office of Origin: The office in which a given record or record series was originally created or accumu-
lated.


Official Copy: A record which is not duplicated elsewhere, or the designated record copy of duplicated
and dispersed materials.


Open Records: Records of all governmental agencies, including the University of Wisconsin-Madison,
fall under Chapter 335, Wisconsin Open Records Law. The presumption of the law is that all public
records are accessible except as exempted.

Public Records: According to Wisconsin Statutes 16.61, “means all books, papers, maps, photographs,
films, recordings, or other documentary materials or any copy thereof, regardless of physical form or
characteristics, made or received by any agency of the state or its officers or employees in connection
with the transaction of public business…”

Public Records Board (PRB): The policymaking body for public records management, which con-
sists of the Governor; the State Historical Society Director; the Attorney General; the State Auditor; a
newspaper and a small business representative appointed by the Governor; and the Executive Secre-
tary of the Legislative Council; or their designated representatives.
Its charge is to preserve for permanent use important state records,to provide for the orderly disposi-
tion of other state records, and to rationalize and make more cost effective the management of forms
and records by state agencies. The Board reviews and must approve all University of Wisconsin-Madi-
son retention schedules, without which no records may be destroyed. Meets quarterly

Records Inventory: An identification and evaluation of the records possessed by an office for the pur-
pose of creating a retention schedule










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Records Retention/Disposition Authorization (RDA) : The RDA is the form used to secure approval for
the disposition of all public records. It outlines how long records are to be maintained and their dispo-
sition after a retention period has ended. By law, RDAs have to be submitted one year after each records
series has been received or created. After 10 years, the RDA sunsets, and a new one must be resubmitted
for Public Records and Forms Board approval.

Records Schedule: The timetable and description of a records series’ lifecycle, including instructions
for disposition. In Wisconsin State government, the retention schedule takes the form of the Records
Retention/Disposition Authorization (RDA).


Records Series: A group of related records or documents that are normally used and filed as a unit be-
cause they result from the same activity or function or have some relationship arising from their cre-
ation, receipt, etc.; and that permit evaluation as a unit for retention scheduling purposes.


Research Value: The usefulness of records for research by the government, business, private organiza-
tions, individuals, and scholars

Retention: The process of holding documents for use.


Retention Period: The length of time an office must keep particular records. This is usually expressed in
terms of years, months, days and may be contingent upon an event or specification.
Retrieval. The process of locating and withdrawing documents and delivering them for use

Scheduling: The process of analyzing and appraising the value of a given set of records, and then pre-
paring a retention schedule showing the disposition of the records

Sunset Requirement: By Statute, Records Retention/Disposition Authorizations (RDAs) expire after a
period of 10 years from the date of their original approval by the Public Records and Forms Board. The
purpose of the sunset requirement is to force periodic re-evaluation of records, and to reflect changed
administrative needs, improved filing practices, and amended laws.


Transfer: The movement of records from one custodian to another. Usually moving records from active
or semi-active office files to off-site storage or to the University Archives





































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Husin, N. A., Abdullah, M., & Ali, A. H. (2018). Harnessing business continuity management in
Malaysian universities. Indian Journal of Public Health Research and Development, 9(12),
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ISO (2009). 31000:2009 Risk management – Principles and Guidelines. Geneva, Switzerland:
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direction for science and universities? Science, Technology, & Human Values,
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Association of Insurance and Risk Managers (2010). A structured approach to Enterprise Risk
Management (ERM) and the requirements of ISO 31000. Retrieved from
http://www.airmic.com/sites/default/files/ERM_ISO-31000_guide.pdf


Faculty Information Management (2019) “Dean Message”. retrieved from
https://fim.uitm.edu.my/en/index.php/2016-04-27-09-06-41/2016-04-27-09-09-30
















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