Records and Information Management

• Cross-referencing

• Out Sheets

• Charge our cards

• Tickler file

• Card indicators;

• Colour coding;

• Searches, shared database.

A record passes through THREE stages:

• Active: The file is being used.

• Inactive (dead): the file is not being used.

• Disposal​: the file is disposed of when no longer needed,

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​Dealing with Inactive Files

​Retention Periods

A business must consider the period of time for which they would need to retain a record. As a result, a retention schedule would need to be prepared. Some records are kept for a number of years then disposed. However, there are some records that should never be destroyed. These are called permanent records: company registration documents. contracts, annual financial statements, tax returns etc.

• What type of information it contains

• How useful the information will be in future decision-making.

• How often the record is requested or used

• What laws govern the period of retention.

• Microfilming: making miniature copies of documents. Benefits: space, efficiency, durability, simple to use and affordable

• Backing up to external storage media: flash drives, ​external hard drives, CDs .

• Archiving: relocating records from the active filing area to storage. Factor to consider when creating an archive are: size, access and security, environmental controls, work area, maintenance and organisation of records.​

• Disposal: at the end of retention, documents are shredded or burned.​

• Electronic: CDs, USB flash drives, DVDs, microfiche, microfilm etc.

• Fasteners: Treasury tags, split pins, fold-back clamps etc.

• Other: folders, index cards, minute sheets, out-cards, dividers, labels etc

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​Supplies

• ​Lateral Filing cabinet Vertical Filing cabinet

• Horizontal plan filing cabinet

​Equipment