Author:
Mohd Faizal Mohd Ramsi
Subject:
Information Science, Management
Material Type:
Lecture Notes, Student Guide
Level:
High School, Community College / Lower Division, Graduate / Professional
Tags:
  • Records
  • Records Management
  • Repoistories
    License:
    Creative Commons Attribution
    Language:
    English

    CONCEPT AND TERMINOLOGY OF RECORDS REPOSITORY AND MANAGEMENT

    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  

     
     
    LEARNING CONTENT
     

    1. What is  RC?

    2. Function of RC

    3. Types of RC

    4. Characteristic  of RC

     DEFINITIONS AND CONCEPT OF RECORDS CENTER

    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.

    RECORDS CENTER

     

     

    TYPES OF RECORDS

    Current RecordsRecords 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 RecordsRecords 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 RecordsRecords 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
    It is the responsibility of the government or corporate records and archives institution to CONTROL all records created by the organization.
    Current Records must be kept in the respective departments and be maintained by the record officer.
    After some period of time , the current status will cease and become semi current
    Semi current records must be kept in a record center

     

     

    WHY?

    Bulky – especially if too many semi current
    Records need to be retained for legal purpose.
    Difficult and expensive to manage in their own respective department.

    • 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