CONCEPT AND TERMINOLOGY OF RECORDS REPOSITORY AND MANAGEMENT
Overview
This course focuses on the application of management theory and practices related to the planning, organizing, leading and controlling of Records Center.
LEARNING OUTCOMES
1.1 Definition and concept of records center
1.2 Types of Records center
1.2.1 National Records center
1.2.2 Commercial Records center
1.2.3 Departmental Records center
1. What is RC?
2. Function of RC
3. Types of RC
4. Characteristic of RC
| DEFINITIONS AND CONCEPT OF RECORDS CENTER |
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Records center:
A building or part of a building designed or
adapted for the low-cost storage, maintenance and
communication of semi-current records pending
their ultimate disposal.
TYPES OF RECORDS
| Current Records | Records that are regularly used for the conduct of current business. Also known as Active records. Normally be maintained in or near their place of origin or in a registry or records office. |
| Semi Current Records | Records that are infrequently used in the conduct of current business. Also known as Semi Active Records. Normally be maintained in a records center or other offsite intermediate storage pending their ultimate disposal. |
| Non Current Records | Records no longer needed for the conduct of current business. While records with values can be preserve in archival repository. Also known as Non Active Records. |
| INTRODUCTION |
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WHY?
- When records cease to be current and become semi-current, some of them can be destroyed (under the authority of the disposal schedules).
- The majority of records should be transferred from the records offices to a central place where they can be kept securely, used as sources of information and then disposed of systematically.
- The majority of semi-current records have to be kept for various periods of time for legal, financial or administrative requirements. Some should be kept because it is thought that they will be valuable for research.
| FUNCTIONS OF RECORD CENTER |
1. Received and administer all records in what ever format, that are retired from current records system.
2. Provide reference services until the date of their disposal.
3. Dispose all the records according its disposal schedules and plan.
4. As an Information Center for the creating agencies.
5. Provide security for the records.
| TYPES OF RECORD CENTER | |
National Records Center | It manage under Record Management Act and National Archives Act. In Malaysia, RC is located in Petaling Jaya, KL. |
Departmental Records Center | Department /Organization manage to have their own RC. |
Commercial Records Center | RC which provide maintenance of record for private/company. |
| CHARACTERISTICS OF RECORD CENTER |
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