CA.

SONALI JAGATH PRASAD

ACMA, CGMA
ASST. PROFESSOR
DEPT OF MANAGEMENT
Office records management
Introduction




Records management means management control of records
Record management includes forms, reports, reproduction of written material,
filing, records retention, micro-filming and related services
Records management in the broadest sense concerns itself with the
1. Records creation
2. Records distribution
3. Records maintenance
4. Records retention
5. Records preservation
6. Records retrieval and
7. Records disposal

Records management is the process of controlling a record over
its lifecycle from creation to destruction

Objectives of records management
(pg 166 of SP Arora)
1. To verify, classify and make available the information
2. To keep an orderly account of progress
3. To prepare statement of true conditions
4. To make comparisons
5. To detect errors and wastes
6. To reduce operating costs
7. To improve efficiency and productivity
8. To safeguard vital information
9. To foster professionalism in running a business
10. To preserve corporate memory


























Need /Importance of records management























Types of Records




1. Permanent Records are appraised as having significant historical or other
value warranting their continued preservation by an organization beyond the
time they are needed for administrative, legal, or fiscal purposes. Permanent
records document the organization and its functions, contain fundamental
information on programs or activities within the organization, or are important
in the long-term to protect the rights and interests of organization.
2. Temporary records - Temporary Records must be retained for a
determinable period of time or until a specific act or event is completed. They
should not be preserved indefinitely
3. Vital
Document, file, or record in any form or format, containing information that is (1)
essential to the operations and/or survival of the organization, (2) necessary to
recreate the organization's legal and financial position, and (3) necessary to
preserve its claims and rights and those of its stakeholders.
Eg - Vital records are records of life events kept under governmental authority,
including birth certificates, marriage licenses, and death certificates.























Types of Records

4. Important -Document which, although not irreplaceable, would be difficult
and expensive to replace if lost or damaged.
5. Non- essestial record material is a term used for papers that are not included
with the definition of "records." All such papers serve purposes other than
"records" purposes. Library and museum material created or acquired and maintained solely for reference or
exhibition purposes. Copies of correspondence , drafts of letters, memoranda or reports, information notes that do not
represent significant, basic steps in the preparation of the record copies, and machine readable data, which are
maintained only for convenience or reference.
6. Personal papers - Personal papers are documentary materials belonging to an
employee that are not used to conduct business. They are of a personal nature
and relate solely to an individual's personal and private affairs or are used
exclusively for their convenience
7. Electronic records - Electronic records are records that are stored in a form
that only a computer can process. Electronic records are also called machine-
readable records. These records are defined as numeric, graphic, audio and
textual information, recorded on any medium






















Types of Records




ORGANISATION OF RECORD DEPARTMENT




Records management is a part of General administration office or
administration department
It is concerned with filing, indexing and record- keeping
This department/ section aims at the systematic preservation of documents,
papers and files relating to different departments at one central place
The department performs the following functions:
1. Receipts of papers, documents, etc for filing (pg 168 of SP Arora)
2. Classification, indexing and cross-referencing of such papers and documents
3. Issue of files to various departments for reference and their back receipting




Classifying of records and files (Pg 171 of SP Arora)
Classification can be defined as the process of selecting headings under
which documents are grouped or classified on the basis of common
characteristics before filing takes place
Methods of classification are:
1. Alphabetical
2. Numerical
3. Geographical
4. Subject and
5. Chronological
6. Combination of various methods




















Factors affecting methods of classification
1. Convenience
2. Size
3. Simplicity
4. Speed
5. Elasticity
6. Accuracy



















Indexing of records and files
Indexing can be described as a method of providing indicators for a
body of data or collection of records
Classification is method of filing while indexing is basically the method
used for making reference to the matter field
Features of Indexing:
1. Simple
2. Economical
3. Speed
4. Merge with system of filing
5. Flexible


















Types of Indexing (pg 193 of SP Arora)
Ordinary page index
Loose or vertical card index
Visible card index
Strip index
Wheel index

















Paperless office
Concept - A paperless office is a work environment in which the use of
paper is eliminated or greatly reduced. This is done by converting
documents and other papers into digital form.
Attitudes towards paperless office have evolved as technology has
improved
Reduced costs have helped the necessary hardware spread, platforms have
become more reliable, and document standards have been established with
data-backup systems becoming simplified and lower cost
A new generation of workers, who have grown up with e-mail, word
processing and the internet feel less of a need to print documents out
Paperless office can be achieved through
Scanning produces a picture of data
Computer to Computer communication
Most data never needs to exist on a piece of paper





















Features of Paperless office
1. Easy to find
2. Easy to manage
3. Saves time and space
4. Simplify business processes
5. Easy to share
6. Easy to store
7. Easy to afford






















Utility of paperless office
Obstacles towards paperless office
Signature
Reading on screen is difficult
Risk of data loss
Technology is not ready for it
Fear
Steps / Feasibility towards paperless office