While conducting the inventory, create a log of all repositories in your organization. Record retention and management is the effective and systematic control of an organization’s records and important documents. Most Change Management Models provide a supporting process that can apply to your organization or personal growth. It is critical to ensure that you are retaining and shredding the right documents at the right time, all handled by an employee with sufficient knowledge to do so. Develop mission and vision statements in alignment with the strategic plan of your organization. Establishing an administrative structure. Specifically, Section 257.36(1)(a), F.S., mandates that the division will: Establish and administer a records management program directed to the application of efficient and economical management methods relating to the The inventory will help you identify which materials your organization considers: Once you have identified all the departments in your organization and begin to get a feel for the scope of records to be inventoried, you will need to consider whether you have the resources to conduct the project or if you should hire a consultant to conduct the inventory. It takes time to build a program, and depending on your resources, it certainly can be accomplished in stages. Assign team responsibilities and authorities: Identify drivers for developing a records management program, and define a strategic plan, goals and objectives that provide your program focus and high visibility and assists in determining the resources needed to support the program. While conducting department interviews, you should also check for closets and any unoccupied offices that may be holding stored records. First, top management must be made aware of the goals of the program and the importance of achieving them. Step 1: Assign a team to handle records management. Problems Caused by Poor Records Management While establishing a record management system is certainly an initial step in the right direction, a disorganized or poorly managed system for your business documents can lead to a variety of issues. By doing a complete inventory of all the records you want to manage, you will be able to implement processes that coincide with your business and your data management needs of your team. Continuing Maintenance. It provides records management processes for the records staff, recordkeeping processes for the records coordinators and end users and, when applicable, specific procedures for business units. This section will cover filing and storage, straight line tabs, choosing the right equipment, and the six steps in the records management procedure. (NARS) Act 43 of 1996 are required to establish a records management programme in . Sending or receiving an email, creating a spreadsheet, database or document, or receiving a document from outside the organization all create records. Once the system is implemented and you’ve completed all your training, monitor and document any issues or inefficiencies that tend to happen with any large-scale implementation. The Vital Records Disaster Management Team. … The lesson will open in a new window. Accidents and natural disasters happen so make sure you have a disaster recovery plan in place to help eliminate any issues in case of a natural disaster, fire, or flood. 1. The records inventory identifies what information your organization has to manage, including physical and electronic, and is essential to a good records and information management program. The vision statement describes where you want to see the records management program two or three years down the road and the mission statement describes the purpose of the program, services offered, whom the program serves and guides your program towards achieving its vision. 2. A good records management program is systematic. authority to oversee the records management functions of state and local government agencies. The records management policy serves as the basis for the entire program, is your program's primary governance instrument and provides employees guidance. Basic Steps in Records Management Process. During an inventory you will locate, identify, Before you put a new process in place, you should understand the … 3. Temporary Records. Organizations should establish a vital records disaster management team. Complete inventory of all records. This is the foundation of every successful records management system. 2. Scheduling the lifecycle of your records. Analyzing and assessing your records. This page contains lessons that may be viewed from this page. This can be accomplished via a combination of vehicles: By now, you may be thinking, “This is a huge project.” Starting a records management program is not a one-time single project and then you are done. Change Management Plans are developed to support a project to deliver a change. A network of records coordinators will serve as the liaisons between the records management staff and the departments in your organization. The first step in establishing a records management process is to assemble a team whose sole purpose is managing the creation, storage, use, and disposal of all company records. An integrated records management steering committee consisting of an executive program sponsor (senior vice president or chief executive officer who reports to the board) and key stakeholders from records management, legal, information technology, compliance and other key business groups, will meet regularly to provide program governance, strategic guidance and support. At the beginning of any records management process is the creation of the record. 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