Records and Information Management

Information management system is a method of collecting, organizing, storing, preserving, and allowing the retrieval of information. Each unit of information is called a record. A document is filed as a record if it:

•Is necessary for the successful operation of the organization.

•Is required by law.

•Serves as evidence of a transaction.

1.Pre-sorting

2.Recording

3.Classification

4.Indexing

5.Storage

6.Preservation

7.Retrieval

8.Disposal

•data input/data storage

•database management system

•processing: batch and real time

•retrieval of information

•compressing (zipping) files for storage

•archiving. 

•Access protocols

•Security: physical and password

•accountability

•expansion. 

Electronic records management is managing records on an electronic device such as the computer.

Processes in electronic records management: capturing, processing, storage, retrieval, disposal

Benefits of an electronic filing system:

Limitations of an electronic filing system:

•preparing documents

•processing data

•managing records

•retrieving information/records

•alphabetical

•geographical

•subject

•numerical

•chronological

•out sheets

•tickler file

•card indicators

•colour coding

•searches, shared database

•Names of married women

•Hyphenated names

•Names of organizations

•Names indicated by initials

•Surnames pronounced alike but spelt differently

•use of microfilming

•retention periods

•disposal of files

•archiving

• backing up to external storage media

•Electronic Documents and Records Management System 

•the right of access

•limitations on the right of access

•infringement of copyright

•defamation

•breach of confidence

•secrecy provisions

•Freedom of Information Act

•Filing cabinets and folders

•index cards

•minute sheets

•charge-out cards

•dividers

•treasury tags

•fasteners

•microfilm, microfiche

•external storage media