Professional Documents
Culture Documents
Record Management
Record Management
R
MANAGEMENT
OBJECTIVES
ACTIVE RECORDS
Set of documents that are currently being utilized by
an office or a business.
Active records are those in which the person on the
record has had some sort of dealings with the
business fairly recently.
INACTIVE RECORDS
Set of documents that are NOT currently being used
by an office of a business.
ALPHABETIZING
ALPHABETIC NUMERIC
files and folders are arranged in order of numbers are used instead of letters.
alphabets of the names of person or Example:
institution concerned with such file. Employee account number
Employee ID number
SUBJECT GEOGRAPHIC
filing records according to their content files are grouped according to the
or subject matters concerned geographical location of firm, organization
or person
Association of Records
Managers and
Administrations Inc
(ARMA)
Helps professionals in record
management, and perform their
jobs easier and better.
BASIC FILLING TERMS
Personal Names
Business or Company
Government
CASE
The case of a letter refers to
whether the letter is written
as a capital letter (A) called
upper case or written in small
letter (a) called lower case in
alphabetizing, upper and
lowercase letters are
considered the same.
B E T I C A L
A LHPA
FILING
ALPHABETICAL
FILING
is a fundamental way to organize
documents in both your private and
personal life
allow you and others to find and
replace each file quickly
RULES OF ON HOW TO
FILE ALPHABETICALLY
Decide on the alphabetical system you will use
Group items
C A S E S
DEALING with special cases
1 Ignore Articles
2 Ignore Prefixes
3 Use Initials
T. J. Sampson SAMPSON T J
ARMA: The 12 Rules (Alphabet Filing Rules)
Rule 5: Personal Names with Titles and Suffixes.
A title appears before a name.
Suffixes appear after a name and include seniority terms and
professional designations.
If a name contains both a title and a suffix, the title is the last unit.
Royal and religious titles are indexed as written.
Name unit 1 unit 2 Unit 3 Unit 4
L A N Industries L A N INDUSTRY
& AND
¢ CENT
$ DOLLAR OR DOLLARS
% PERCENT
ARMA: The 12 Rules (Alphabet Filing Rules)
FREEMONTEDUCATION BOARD
Board of EducationFreemont, MO city
OFFREEMONT MISSOURI
Name unit1 unit 2 unit 3 unit 4 unit 5 unit 6
Board of
EducationFreemont, FREEMONT EDUCATION BOARD OF FREEMONT MISSOURI
MO
ARMA: The 12 Rules (Alphabet Filing Rules)
Rule 12: When personal names and names of businesses and organizations
are otherwise identical, the filing order is determined by the address.
The elements of the address are considered in the followingorder: City, State,
Street Name, Quadrant, House or Building Number
Address:
1. ComputerWorld 12th Avenue NE Akron, Ohio
2. ComputerWorld 600 Warner Ave. Columbus, Ohio
3. ComputerWorld 7th & Main Portland, Oregon
Address:
1. ComputerWorld 12th Avenue NE Akron, Ohio
2. ComputerWorld 600 Warner Ave. Columbus, Ohio
3. ComputerWorld 7th & Main Portland, Oregon
STAGE 2: CLASSIFICATION
Once created, records are sorted and classified according to the parameters
and schedule of your record management system. Make sure the classification
suits your companies needs so your records can be easily retrieved. You will
likely want to give multiple searchable traits for your records. Take the time to
customize these fields with your information management team
STAGE 3: MAINTENANCE
Because the record is active, ensuring that data integrity is well-maintained. One
step is to verify that the document storage method for the physical or electronic
copies is organized by the classification system in Stage 2 and that the storage
method is well-protected. Maintenance is most important when a record is active.
STAGE 4: DISPOSITION
The final stage of the records life cycle occurs when retention periods expire for
inactive records. Now that the information is no longer required, and you have
complied with the statutory period for maintaining the data, the record is
eligible for shredding or a transfer to archives. Where the record ends up should
be based on your company’s record policy as well as the record’s value.
HUMAN RESOURCE PERSONNEL
RECORDS RECORDS
Refers to the informational Personnel records provide
documents utilized by an information about the
organization to carry out its position of HR in the
functions. It represents the organization e.g. – records
memory of organization. relating to training,
The records provide performance, absenteeism,
information about the wages and salary, labour
organization which is turnover, productivity,
maintained in tangible form morale surveys, job
i.e. written, pictorial, charts satisfaction, social security,
etc employee welfare etc.
OBJECTIVES OF
PERSONNEL RECORDS
The main objective of record in not
storing but to have information for
making analysis of various problems.
Effectively stored records enable
better analysis of the problems.
RECORDS SERVE THE
FOLLOWING PURPOSE