IMR652 E-Magazine Group 9

BUSINESSJAC2207E ISSUE
RECORDS MANAGEMENT

EMERGENCE OF STRATEGIES
TECHNOLOGY
& CLOUD STORE FOR EVERY
ISSUE RECORD

RISK
MANAGEMENT

HOW TO FACE
THE CHANGES?

"DOCUMENTS"
RECORDKEEPING CHANGE
BUSINESSES

TABLE OF
CONTENTS

Table Of Contents 01 Chapter 5: Registry 24
List Of Members 25
02 Chapter 5.1: Mail
Management & File
Management

Chapter 1: Term & Basic Chapter 6: Filing 29
Concept Of The Records Techniques 32
Management Chapter 7: 38
Classification 41
Chapter 2: Records Life Chapter 8: Appraisal &
Cycle 03 Disposition 42
Chapter 9: Emergency
Chapter 3: An Overview Planning & Vital Records
Of Business Records 10 Care
Management
16 References
Chapter 4: Records
Management Standard 21
& Legislation

01 | IMR652

GROUP 9

LIST OF AUTHORS

Farisya Muhamad Hafizi Muhammad Iqbal Hafiz Mohd Jefry
2020837262 2020608438

Nur Dania Farahin Mohamad Rizal Nur Syazwani Mohd Sukri
2020455888 2020608842

IMR652 | 02

CHAPTER 1

Records Management

INTRODUCTION

Record management is responsible
for the efficient and systematic
regulation of the creation,
reception, preservation, utilization,
and disposal of records. This
includes techniques for gathering
and using records that serve as
evidence as well as information
about business processes and
transactions.

Not only that, but it acts as a
function of an organizational
structure devoted to the
management of information

Consequently, every workplace with

ongoing recordkeeping should

implement records management

practices, thus, a business can operate

more effectively by using resources

efficiently while generating more profit.

03 | IMR652

Records Management

Systematic control of all Area of general
records from their creation administrative
management
or receipt, through their concerned with
processing, distribution, achieving economy and
organization, storage and efficiency in the
retrieval to their ultimate creation, maintenance,
use and disposal of the
disposition. records of an

organization throughout
their entire life cycle

RALLOVE

Professional discipline Controls the
that is primarily creation,

concerned on systematic maintenance, use
and scientific controls to and disposition of
records so that the
recorded information right records are
required in the operation
provided to the
of an organization’s right person at the
business.
right time.

04 | IMR652

C1: Terms & Basic Concept Terms in RM Area
of Records Management

Data

Representation of information in a
formalized manner

Information

Lead to knowledge regardless of
the medium of its conveyance to

one or more persons.

Document

A medium through which
information is imprinted for
conveyance to one or more

than one person

Records

Recorded information in a form of
document regardless of form or
medium made or received by an

organization

Public Records

Records created or received and
maintained in any public sector

agency.

IMR652 | 05

Terms in RM Area C1: Terms & Basic Concept
of Records Management

Archival Repository

A building or part of a building in which
archives are preserved and made

available for consultation also known as
an archives.

Records Center

A building designed or adapted for the
low-cost storage, maintenance and

communication of semi-current records
pending their ultimate disposal.

Registry

Responsible for managing the
records of that particular
organization.

Archives

Normally be preserved in an
archival repository.

Private Records

Records created, received and maintained
by nongovernmental organizations,

families or individuals relating to their
private and public affairs.

IMR652 | 06

C1: Terms & Basic Concept
of Records Management

Records are a natural AUTH Records are created
output of business. For the and received to support
business activities and
most part, records are have an official status.
created as a matter of


course.

AUTHORI

ENTIC
STA
TYE UNIQU

TIC Any group of records, with
its interrelationships, and
Records are presented in related as it is to specific
a static. Records must not business processes, is unique.
be altered after creation.

07 | IMR652

C1: Terms & Basic Concept To tell us of our past mistakes
of Records Management and provtigdhetysyhcgohgntinuity in
charting our future.
To show that someone is

respotgnhtsyiybhlgehgfor a
particular action. To tell us the
sthoarptypgehotnfyeywhdghihnagtthheas

past.

to make Functions of Records
tasks

efficient &
economy

In presstginhtgyyhfgohrg claims In decision
due to a person. making



To boost the corporate image of
a particulartgfhitryymhgbhygshowing the

success in its long past.

IMR652 | 08

Records Management

CONCLUSION

It has several benefits, including efficient
management of current records both
paper and electronic, a decreased or
eliminated level of record-keeping
redundancies, lower costs for records
storage equipment and supplies, as well
as providing institutional accountability
and timely access to information.

If viewed from another perspective, even
though innovation aids in records
management, from our point of view,
organizations still have to deal with the
fact that they find it difficult to adjust to
the new standard

The practice of record management has
been significantly influenced by
technological development, this may be
observed starting with the first invention
of computers and the internet's use in
corporate operations all the way up to
the implementation of electronic records
management in shariah affairs.

09 | IMR652

CHAPTER 2

Records Life Cycle

INTRODUCTION

A concept of records that are created and
used for so long as it has a continuing
value which is then disposed of by ways
of destruction or transfer to an archival
institution
There are two possible life spans: four
months or permanent. The length of time
a record must be kept for legal,
administrative, fiscal, and historical
purposes affects how long it can be
retained.
Once established, a record has to be
maintained during its entire existence. A
record's legal retention specifies how
long it must be maintained.

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Records Life Cycle

A concept of records which is created, is used for so long as it has continuing value and is then
disposed of by destruction or by transfer to an archival institution.

The final stage is called It goes through the next stage, when it
disposition. Records will is actively being used. Requires the
be disposed or keep for records to be safeguarded closely so
the future use. that they are not lost, and action is
followed up on these records.

Records begin at the
creation stage when a new
record is registered.

RecorHASE

Cycle
Non-Current Records ds Life
P
Records no longer needed S
for the conduct of business.
Current Records

Records regularly used for the
conduct of the current business
of an organization or individual.

Semi Current Records

Required only frequently in the
conduct of current business.

11 | IMR652

C2: Records of life cycle Goals of
Records
Management

To create the right information and records.

To make records available for the right
individuals.

To ensure records are created and
maintained in appropriate formats.

To ensure records are available at the right
times and at the right places.

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Records Manager is responsible
for implementing and maintaining

and effective life cycle records
management system that will
ensure the provision of the right
records to the right person at the

right time.

To ensure records are managed efficiently
and at low cost.

To ensure the right records are used in
making decisions.

To ensure records with value are transferred to
the archives and those without value are
eliminated.

13 | IMR652

C2: Records of Life Cycle

Lack of evidence Loss of proof
that an organization of ownership,

did something rights,
under contract or obligations.

according to
regulation.

Examples of
Organizational Risks
of Record Keeping

Accountability
Failures

Non- Lack of
compliance documentation
with existing
law in force. of who, knew,
what and when.
Inability to find
mission critical 14 | IMR652

information.

Records Life Cycle

CONCLUSION

Records lifecycle aids organizations in
efficiently managing and keeping data
from creation to disposition, ensuring
that crucial records are always accessible,
and enhancing compliance with a variety
of norms and regulations.
The idea that certain records keep their
value for a longer length of time than
others and that the value of data
constantly changes throughout time is
the foundation of the lifecycle.

IMR652 | 15

CHAPTER 3

overview of business
records management

INTRODUCTION

Business records are business
information that contains the transaction
between two or more parties in the form
of electronic or paper documents. They
are created in the course of conducting
businesses and usually kept for being
used as evidence or for future references

Business management is the general
management of a business operation
which is often structured as a type of
hierarchy that works towards
organization's goals and objectives as
well as aligning the firm with the wants
and needs of customers

Control system of business records is the
process that ones uses to identify when
and where something goes wrong with
the business operations. Records control
follow a set of procedures used to make
filing and retrieval while allowing
authorized officers to take proper
corrective action

IMR652 | 16

Chapter3

business records business management

Business information. overview

Contains the transaction
between two or more
parties in the form of
electronic and paper
documents.

Kept for evidence and
references.

Created in the course of
conducting business.

control system General management of
business operation.
Process that ones uses to
identify when and where Often structured as a
something goes wrong hierarchy.
with the business
process. Work towards
Records control follow organization’s goal and
set procedures used to objectives as well as
make filing and retrieval aligning an organization
Allow authorized officer with the wants and
to take corrective action needs of clients.

IMR652 | 17

C3: Overview of Business
RM

Types of

Business Records

01 04

Administrative Corporate
Used in the daily operation of a The records show the background and

business organization. condition.

02 05

Advertising Executives

These records are created in the Used to explain about the
process of promoting goods and administration of the organization

services to the customers . and everything that shows the
information about the
organization.

03 06

Accounting & Fiscal Insurance
Used by a policymaker to claim for any
Used to demonstrate the
process of financial in damage or loss.
business organization.
IMR652 | 18

C3: Overview of Business
RM

08

Manufacturing

Related with industrial operation.

07 09

Legal Plant & Property

Used to protect the rights of an Refers to any records related to
individual or an organization whenever the functions of managing land

it comes to any legal proceedings. and buildings.

13 10

Taxation Personnel

Related to the amount assessed as Related to staff or any individu
tax or the revenue gained from that is involved in an organizatio
taxes.

12 11

Sales & Marketing Purchasing

Related with the process of selling and Related to purchase, lease or hire of
buying. significant stores and equipment.

IMR652 | 19

overview of business
records management

CONCLUSION

In the end, records management makes
sure that institutional documents with
important historical, financial, and legal
significance are found and kept, and that
non-essential records are disposed of
promptly in accordance with set
standards and applicable laws.
Additionally, records management offers
timely information availability and
institutional accountability. It regulates
the number and caliber of records,
simplifies the procedures, methods, and
activities involved in maintaining and
using records.
Using a records inventory, determine
what records are available. Apply
required retention times to things that
are stored.

IMR652 | 20

CHAPTER 4

RECORD MANAGEMENT

04STANDARD & LEGISLATION
Has it occured to you
that every single thing Managing records also
in this world are tide needs to be done
to the standard? Even according to the
if it didn't it could have regulatory
a norm that we pick requirements. It is...
up somewhere along
the way as we go
through our daily lives.

To help organization stay within the policies and
procedures of the country they are operating in
regarding the retention of information.

An organization must The reason standards
take notes on all of the
set up regulatory in are made is to
order to ensure its
business can run promote compliance,
smoothly.
accountability and

transparency of an

organization when

designing and imple-

menting records

management system.

IMR652 | 21

Guidelines on the Surat-Surat
Management and Pekeliling
Perbendaharaan
Preservation of Bil.9, 1986
Electronic Mail

National Arahan Surat
Archives Act of Perbendahara- Pekeliling Am

Malaysia an No.150 Bil.1997

The purpose of the Some of the regulations and guidelines for
regulation and guidelines record management in Malaysia:
is to create a thorough
records management The regulation and guidelines of record
program.
management in Malaysia are oversee by
National
regulation Malaysia National Archive and the Malaysian

Administrative Modernisation and

Management Planning Unit (MAMPU) as

the sovereign government institutions.

Use by managers of organization; records,
information and technology management
professionals and, all other employees in the
organization.

International standard / Provides guidelines to make sure appropriate
ISO 15489 records are collected and managed in all
formats and media throughout their lifecycle.

A reference model that Part of ISO 15489:
helps in directing the
enforcement of record Applies to the management of Provides guidance on
management programs records, in all formats or determining the responsibilities
globally. media, created or received by of organizations for records and
any public or private records policies, procedures,
Does not include the organization in the conduct of systems and processes.
management of archival its activities, or any individual
records within archival with a duty to create and Provides guidance on records
institutions. maintain records. management in support of a
quality process framework to
Provides guidance on the comply with ISO9001 and
design and implementation of ISO14001.
a records system.
IMR652 | 22

CONCLUSION

The purpose of record This will not only makes
management standards and matter easier for the
legislation is to help all organization but also for
record management in an auditors to carry out their
organization to have a responsibility since they are
standardized system in also well verse with the
keeping all the records. standard and legislation.

IMR652 | 23

CHAPTER 5
REGISTRY

A registry is very important in an It is a unit within
organization that
organization where they carry manage current
records.
the duty of ensuring the
There are two (2) types of registry
organization's recorded that can be implemented by an
organization which they can opt
information is well-organized to have a centralized or
decentralized record centre. A
and systematic. centralized record centre is
where all the physical
Some of the registry functions: documents are located in one
central location. On the other
1.To keep the full sequence of hand, a decentralized record
records within a department centre is owned by every
and to maintain effective department in a company which
control over them. means the location of the
company's records is spread out
2.Ensure the files are given the throughout the company.
appropriate action needed and
properly managed. If you are wondering which of
the two is better than the other,
3.Observe, maintain, and classify it is actually implemented
the records according to their according to the suitability of the
life cycle. company. It is vital for the
company to understand their
4.Ensure the files and other business nature before deciding
forms of record are safely kept which of the two is to be
and can be retrieved easily. implemented.

IMR652 | 24

All the physical
documents are accessible
in one place.

System records, staff records, space Higher level of security
allocation for registries and records whereby only authenticated
person can enter the room.
of supplies and equipment.
Uniform direction of
Controlled policy and procedural
component practices.

Advantages

A place where all the physical
documents are located in one

central location.

Efficient departmental
operation activities due to
easier access to information.

Disadvantages

Centralized

CENTRALIZED Documents can be Avoid any misfiling of
AND retrieve immediately documents between
when needed. departments.
DECENTRALIZED
REGISTRY

A place where all the physical Decentralized Controlled
documents are located in one component

central location. System records, staff records, space
allocation for registries and records

of supplies and equipment.

Advantages

Disadvantages

Efficient departmental Documents can be Lack of clear supervision
operation activities retrieve immediately in the decentralized filing
due to easier access when needed. system.
to information.
Avoid any misfiling of Non-standardized system
IMR652 | 25 documents between and method of filing between
departments. departments.

Typically involve

activities such as

The circulation of Correspondence record filing, opening Physical files have three
correspondence operation: a "keep in view" (KIV) (3) components:
can be done in Important things to be system, verifying the
two approaches noted during records to be filed and Cover : To act as the
which is, top- correspondence are: maintaining accuracy title page and protect
down and control and retrieving its content.
bottom-up. Serial number, date the records when Contents: Inward
of receipt, name of demanded. correspondence,
Key elements of the sender, subject internally generated
mail room of the
operation: correspondence documents and
and number of
Proper planning. enclosures if copies of outward
Eg: making a stated.
plan for proper Its function is correspondence.
main processing
procedures to storing a company's Treasury tags: Used to

active records and fasten the the sheets

making sure the of paper into one

records are properly document.

organize according

to the record life Subdivision of files:
cycle. 1.Parts of files; Files

File Management are subdivided in
chronological

establish Responsible to Three (3) stages of order as the size
efficient flow of receive, sort, record management: increased.
2.Sub-files; A
mail through the collect, control, 1.File creation: The file separate file that
number and title
division. distribute must be specified. On deals with

Budgeting. Eg: incoming mail the file cover, the different aspect of
making a and paperwork
date the file was the subject.
budget forecast and
produced is a vital 3.Continuation files;
for postage. dispatching
element to be A new file opened
Organizing outgoing mail.
included. when the old file
Coordinating 2.File use and has reach the last
stage of the file
Mail maintenance: cycle.
Concerns on the
Management speed that can be

achieved to retrieve

Providing fast handling information It is essential to
and delivery of mail 3.File disposition: It consider what
throughout the files should be
company without should be clearly and should not
incurring large cost. stated on the file be filed, when
cover what action and what are the
Responsible in handling shall be taken on the rules to open
internally created papers file. new files and
and distributed closing files, how
materials such as Room layout are should the file be
reports, forms, important which it must divided, the
memorandum, fulfil the specification of procedure of
committee minutes and movement reduction in filing, and filing
draft. the room, flexibility of operations.
arrangement, easy to

service and maintain IMR652 | 26
and secured..

Keeps the record of Register Contain the records
internal and external correspondance of created and
correspondence. closed files.

Pro: Register files Pro:
1. To show the 1. To show the number
Register book
number of of files created
correspondence
2 created within a 2. within a year.
. year. To keep track of
To specify the
number of files to creation date of a
be created.
file.
Action slip
Track card /
For the purpose of charge out card
controlling the records
movement. Tools It have the information
in about the name of the
files, date of borrowing,
Registry the borrower's name
and contact number
and the date of return.

Sub jackets / KIV system
temporary files
A system created
Used when: Index slip to keep particular
1. Files have been
A list of reference to files in view
misplaced and cannot indicate the location of
be retrieved required file. It allows the Purpose:
2. immediately. user to look up the name
of the files that have 1. As a reminder to carry out
3. Files re currently used been arranged in particular action in the
by another officer for alphabetical and future.
emergency. numerical order through
Documents or letters the index slip. 2.Awaiting a specific dateline
received may lead to for an officer to finish his
creation of new subject task

3.Facilitate the transfer of a
file that is currently being
used by by one officer to
another officer who
requires it for another
activity.

IMR652 | 27

The registry is vital in a An organisation usually will
company as it creates and have file room management
maintains records in an and mail room management to
organisation. Registry can be form a better handling of all the
classify into two types which is files. File room management
centralized and decentralized deals with filing, verifying and
registry. Decentralized registry maintaining the record
may be more favourable as it is physically. Meanwhile mail
easier for its users to retrieve room management handle the
desired documents and gain delivery of mail around the
information. organisation.

CONCLUSION

IMR652 | 28

CHAPTER 6

FILING PROCEDURES

People might have One of the In addition, filing
typically heard of
filings when it importance of filing and classification
comes to working.
Accessibility points the records is that systems fall into
out to a good filing
system should it the records can be three main types:
be arranged in
such a way that kept according to alphabetical,
the records are
easily available subjects and can numeric and
whenever
required. However, protect documents alphanumeric.
do people aware
that filing also from damages. It Each of these
includes the right
techniques? simply means this types of filing

way, avoidance of systems has

loss can happen. advantages and

Only if the filing

system should allow disadvantages,

the insertion of depending on the

additional information being

documents without filed and classified.

disturbing the

existing order of

files.

IMR652 | 29

Chapter 6

1.4 Paper 1.3 Pen 1.2 Treasury 3.1 Open 3.2 Close
puncher with tag date- date-
blue,
1.1  Paper Write the Write the
black or files date of first date of last
red ink correspond

ence correspond

1.5 ence
TOOLS
Minute 3.4 Title or

sheets 1.6 STEPS 2.0 Subject-
Register Write the
Filing 3.3 Reference
book Procedure title or number-
subject of Write the
correspond reference
number of
ence
corresponden
2.1 Sign of ce
Receipt-
Initially we 3.5 Title or

have to STEPS Subject- 3.6
identify Write the Volume-
Write the
and title or volume of
subject of the file
recognise correspond

the inward ence

and 2.3 Arrange 2.5 Write
folio the Register
outward 2.2 Folio
numbers- book-
correspond number- Make a 2.4 Write Write the
the minutes details of
ence Folio circle and correspond
the sheets- ence in the
number is The details Register
correspond
given ence is of the book.
minute
serially arranged sheets has
according
according to the folio to be
written.
to date of

correspond

ence

number

Tools and importance of filing records

IMR652 | 30

TOOLS IN FILING

Precise management of office The registered file
filing systems and office storage is an organised
supplies is a must. It not only assembly of
helps you to organise important documents kept
office documents precisely but together for use
also to increase the level of and relating to a
productivity. Below are some tips specific subject,
on how to create the perfect type of transaction
filing system for a better and or area of business.
more efficient workplace.
Tools in filing also includes
Tools in filing incudes:
minute sheets to records
1.Paper files- Documents are
arrange at the right side of file correspondence and as a tool to
by using treasury tag
calculate the number of
2.Treasury tag- Used to avoid
document from missing and as correspondence in every files
a tool to measure the thickness
of documents in file where it can be used to find

3.Pen with red or black or blue missing documents. However, to
color- Inward correspondence –
written with red ink while register the inward or outward
outward correspondence –
written with black/blue ink correspondence it is obliged to

use the Register Book, as an

evidence that the

correspondence are already send

out to the recipients or accepted

from the sender.

31 | IMR652

CHAPTER 7

RECORDS MANAGEMENT PROCESS
IN BUSINESS ORGANIZATION:
CAPTURE, REGISTRATION &
CLASSIFICATION



The version of ISO 15489 Part 1
following a three-year process
of evaluation.

ISO 15489 Records management, the standardization of records
published in 2001 is the first global management policies and
standard for record management. procedures ensures that each
It was translated into more than record receives the proper care
15 languages and adopted in and protection and that the
more than 50 nations. 2016 saw evidence of the information can
the release of an updated be retrieved more efficiently

A recordkeeping system's goal However, Implementing and
is to manage documents maintaining effective records
throughout their life cycle. management depends on
types of the records, how they
are stored, who handled the
records, and what format they
are used to access the records.

There are 8 steps involved in managing records according to ISO
15489; capture, registration, classification, access and security
classification, identification of disposition status, storage, use and
tracking, and implementation of disposition.

IMR652 | 32

CAPTURE

IMPLEMENTATION REGISTRATION
OF DISPOSITION

PROCESS OF CLASSIFICATION
MANAGING
USE AND TRACKING RECORDS ACCESS AND SECURITY
STORAGE CLASSIFICATION
IDENTIFICATION OF
DISPOSITION
STATUS



CAPTURE PAPER BASED RECORD SYSTEM

The decision regarding The record must be physically placing into
which records should be chronological order within a file, must be
dated and numbered sequentially to
kept and made increase security

ELECTRONIC RECORD SYSTEM

By using the metadata strategy, the
documents must be clarifies what it contains
and the context of the business, allows for
the fixed depiction of action in that record.

When a record is entered into
the recordkeeping system, it is

registered, serving as proof
that it has been made or
entered.

REGISTRATION In a paper-based system, a
record that is captured into
33 | IMR652
a file is registered by
entering contextual

information
It involves recording brief

descriptive information
about the record in a

register, and assigning the
record a unique identifier.

Alphabetical system TYPE OF SUBJECT
Akaun Jabatan CLASSIFICATION SYSTEM
Bantuan Kewangan
Carta Organisasi

Function and activity Administrative structure DEFINITION
system system
Kewangan Bangunan Records should be systematically
organized in accordance with
Pinjaman Keselamatan records classification schemes (also
called file plans), which are plans for
Takaful Pembinaan the logical arrangement of records
according to one or more of the
following: business functions,
activities, and contents of the
records.

CLASSIFICATION BENEFIT

1. Aid to services- documents are
complete more faster and
cheaper

2.Aid to documentation- Provide
proper arrangement of written
accounts of facts and events

3.Aid to preservation-Speed up the
identification and segregation of
valuable records since selection
will be easier

CLASSIFICATION SYSTEM STRUCTURE

The structure of a classification system is 1st reflects the business function
usually hierarchical and reflects the analytical 2nd
process as follows. 3rd based on activities constituting
the fuction

refinements of the activities or groups
of transactions that take place within
each activity

SUBJECT CLASSIFICATION TECHNIQUES Administrative CATOGERY OF SUBJECT FILE
files/records of an
1.Determine the subject internal housekeeping IMR652 | 34
2.Identify and pick broad subject classification nature.

group Operational files/records
3.Consult and select primary subject created by a department or
4.determined which text is policy matter or general agency in carrying out its
main functional role.
matter
5.if not a general matter & policy matter- decide the

subject of the Main Primary Subject Heading
6.Find the relation to the subject classification

scheme
7.Create new index and file

Steps of Indexing Definition
indexing
A tool for ordered list of
1.Indexing name for headings to specific
filing purposes information in document.

Select the filing segment The use of
by completing name, indexing
subject, number or location
Index permits its users to
2. Divide the filing input piece of
segment into filing units information (such as the
Part of the filing segment name of an individual)
and may be a word, a letter, and see all other
a number or any information about the
combination of these relevant file, such as the
case number or date.
3. Determine the order
of filing units
Filing unit considered first in
a filing segment is called the
key unit

Example

Case files are often arranged
numerically (1-100).

35 | IMR652

01 02 03

Order of Filing Minor words and Punctuation and
Units Symbols in Business Possessives

Each word in a Names Ignored all of these- commas,
business name is a periods, hyphens,
separate filing unit Index all words in the
name in the order they apostrophes, exclamation
04 are written except for points, question marks, slash

Single Letters and the word The marks
Abbreviations
Single le
tters are 05 06

write as different unit Title and Suffixes Prefixes – Articles
and Particles
All title in business
names is indexed as Business name with an
article or particle is to
written. form as one filing unit



07 08

Numbers in Organizations
Business Names and Institutions

Arrange numbers (3,4,5) in Index and file all organizations
business names in ascending and institutions according to

order before all alphabetic the names written on their
letters or words. letterhead.

Indexing Rules for Business Names
IMR652 | 36

CONCLU
SION

in managing records, every process is
essential in handling the documents.
The records contained important
information to organization. The
records management process is the
records lifecycle from creation, usage
and maintenance, to destruction or
archival preservation.
In order to maintaining the records it is
best for the organization to practice ISO
15489.

37 | IMR652

CHAPTER 8

APPRAISAL &

DISPOSITION OF RECORDS

Appraisal is the process to Objective of appraisal and
disposition process includes to
determine the value of records. ensure the destruction process
for records without value.
There are two basic appraisal It is also to ensure the
transferring process for the
categories- Records of valuable records to archive.

permanent nature to be The implementation of
disposition will be effective and
preserved and records that is successful if the organization
could refer to the records
disposable. retention, records inventory
and destruction schedule of
“Disposition” means the final the organization.
retention action carried out on
a Record. This may include
destruction, deletion, secure
destruction or deletion, or
transfer for archival review or to
a third party.

IMR652 | 38

1.0 Process RECORDS APPRAISAL

1 2 Collecting 3 Appraise
data and the
Formation of
departmental information records

committee

4 Preparation 5 Preparation 2.0 Elaboration
of Records of Retention
Inventory Schedule 1 Head of Appraise the
department or 3 records
3.0 Action agency appoint
Items 2 officers and staff according to
appraisal
Done by criteria
conducting

record survey 5

The committee should

1 Officers 4 List of every suggest the most
prepare the suitable retention
retention records in
schedule 2 period for every
department or records series that are
Through agency
interview or inventoried.
questionnaire

Prepare records 3 Primary value:
inventory & Administrative, Fiscal,
Legal
develop retention Secondary value:
schedule research, evidential,
informational,
4 The complete retention historical, culture,
schedule must be national
endorsed by the
5
Appraisal Committee,
approved and signed by •Categories of records
•Contents and value of
Director of the records
Department /Agency and •Total volume of records
•Different format of records
then implemented •Retention period

39 | IMR652

DISPOSITION
IMPLEMENTATION

their location and

The frequency of use.
implementation
of disposition will Records retention
be effective and
successful if the and destruction
organization
could refer to the schedule–
records retention,
records inventory established
and destruction
schedule of the timetable for
organization
maintaining

records, transferring

semi active and

inactive records to

storage and

destroying records

with short term

value.

Records retention – To add, the

established policy implementation of

and procedure for disposition is based

determining what on- Preservation,

records to keep, destruction and

where to keep them transfer of custody

and how long to or ownership

keep them. records.

Meanwhile records

inventory is a survey

conducted to find

the types and

volume of filed

records,

IMR652 | 40

CHAPTER 9

EMERGENCY PLANNING
AND VITAL RECORDS CARE

No organization is immune to natural disaster or human action.
Earthquakes, tornadoes, hurricanes, floods and fires can happens
unexpectedly. (Michael Roper, 1999). Organization needs to protect
themselves and their records and archives by develop "emergency
plans" or called as "disaster plans".

Vital Records EPVRC Emergency Plan
Rdacocfiroaetdeehnctsm,eaitogfirisnlnrontdduiraosoisastdtprattea,hihosdhtatiinceoeatranolhsovfaiesnyosvs.setrsdhnSebeoeunewrcteliyeahv,,nelwlotnoastsrtoehofser are bpddPdoeeaeislovamiucepssailteeloeegsdpreaaetdontnduoddprbiairnptyensgrvaoroeaencrnsngeootdaerougunmrracrizmeeneasriisgztn.iaoiemtnnioi,csineytsotor
How to manage vital records

Svittaaflfrmecuosrtdaswaanrdectohnedeixtiiosntence of
Must be preserved and retrieval
Mrecaokredas dinuaplsiceaptaioran-tepblauciledtinhge.

CONCLUSION

All organizations need to prepare an emergency planning to save
records and prioritize which records need to be saved from natural
disaster.

41 | IMR652

REFERENCES

1. https://www2.unbc.ca/records-management/why-
records-management-important

2. https://theecmconsultant.com/what-is-records-
lifecycle/

3.https://www.techtarget.com/searchcontentmanagem
ent/definition/records-management-RM

4. https://tfhc.nt.gov.au/heritage,-libraries-and-archives/library-
and-archives-nt/government-recordkeeping/records-appraisal-
and-disposal

5. https://usgc.ontariotechu.ca/policy/policy-
library/policies/legal,-compliance-and-governance/records-

disposition-procedures.php

6. https://www.smartsheet.com/record-
management#:~:text=estate%20costs%20money.%E2%80%9D-,
What%20Is%20a%20Registry%20in%20Records%20Manageme
nt%3F,lifecycle%2C%20from%20creation%20to%20disposition.

7. https://www.ironmountain.com/resources/general-
articles/c/centralized-vs-decentralized-records-centers-pros-and-

cons

8. https://bvi.gov.vg/services/controlling-file-movement-filing-
and-archiving-purposes

IMR652 | 42

TRAVEL
MAKES YOU
ONE MODEST.
YOU SEE WHAT
A TINY PLACE
YOU OCCUPY
IN THE WORLD.

GUSTAVE FLAUBERT