Technological Institute of the Philippines

363 P. Casal St., Quiapo Manila

Report: Chapter 4
(Record Management)

Submitted To: Dr. Ma Luz Dasmarinas

Submitted By: Colleen Gonzales

HRM12KA1
March 12, 2020
Record Management
Records management, also known as records and information management, is
an organizational function devoted to the management of information in an organization
throughout its life cycle, from the time of creation or inscription to its eventual
disposition.
Basis of Record Management
Paper Records
Paper-based record management systems have been the traditional and
primary method of storing business records and other documents until the later part of
the 20th century. Usually, it includes the processes of maintaining and storing physical
or hard-copy documents
Digital Records
Electronic records management (ERM) is the management of electronic files
and documents as records. The key difference between ERM and the
traditional records management of physical records is the focus. ERM
captures records as part of a digital business process
Three Phases of the Life Cycle of Records
Creation of Records
is what creating the demand for record management.
Maintaining Records
Maintaining the record involves developing operations to store the record.
Disposing of Records
disposing of most records should be completed by shredding.
Other consideration for Records Management
Resource for Learning Records Management
Technical schools, college and universities, online training, and reference books
abound at the local bookstore or college bookstore that can help with developing an
effective and law-abiding records management system.
How to Establish the Necessary Records Management Process
• Step 1: Assign a team to handle records of management

• Step 2: Conduct an inventory of all company records

 • Step 3: Set up a records management plan

• Step 4: Establish retention guidelines

• Step 5: Train employees

Importance of Record Management
Ultimately, Records Management ensures that institutional records of vital
historical, fiscal, and legal value are identified and preserved, and that non-essential
records are discarded in timely manner according to establishing guidelines and
identified legislation.
What record management involves
Record Management involves multiple areas of data collection, storage, and
eventually proper destruction.
Statistical Assistance to Decision Making
Records management allows easy collection of statistic. Much of business
decision-making is based on trend analysis.
Avoiding Information Loss
Another key component of record management is preventing data loss.
Organizational Benefits
Record Management also maintains a paper trail to help defend the company’s
actions during litigation.
Outsourcing as an Options
Many companies want to remain dedicated to their core specialties and do not
want to be so bothered with maintaining data systems.
Record Filing System
Filing is a form of record-keeping.
Good Filing System should be:
 Simple and users friendly
Create something that will be easily followed by staff.
 Transparent
It must make sense and meet the needs of your department.
  Follows Record Retention
This allows you to maintain accurate records as well as not sure
unnecessary records.0
Classification of Filing System
It is essential to determine the nature of each document, sort them on a
predetermined basis and then field.
Classification of Files
Direct
Direct filing means that the documents can be stored or retrieved without
references to an index.
Indirect
In an indirect system, index is necessary.
Methods of Classification Files
 Alphabetical Classification
Alphabetical filing is the most widely used method.
 Numerical Classification
A system to classify materials using numbers as headings. Notes:
A numeric filing system1 is commonly used for purchase orders, checks, and
other records that have a unique number assigned to each document.
 Geographical Classification
A geographic filing system arranges files alphabetically or numerically
based on geographic location
 Subject-wise Classification
In a subject classification, all letters and documents relating to
a subject are arranged in the same file.
 Chronological Classification
Chronological classification refers to classifying things by the date they
occurred.