Records Management
A
Document is defined as information, stored on paper, as a scanned image,
or electronically, that may be subject to revision.
A
Record is defined as a document or other data that is regarded as
complete and unchangeable. It may exist as paper, as a scanned image or
electronically.
Records management is a methodology for ensuring the systematic management of
all records and the information they contain throughout their lifecycle.
The core concept underpinning records management theory is that of the
lifecycle, which sees records having a series of phases from creation to final
outcome ultimately resulting either in their controlled destruction or being
retained on a permanent basis as an archival record.
Alliance PaperChase Records Management
is barcode driven records management software for file tracking, storage,
retention and retrieval of original documents, files and archive boxes, and with
the PaperChase Imaging option scanned documents may also be stored, retrieved
and displayed on screen.
Using barcode or RFID technology, the Alliance PaperChase
Records Management (EDRMS) system is designed to identify and track any
item such as client or customer files, patient records, planning applications,
internal documents, forms, drawings, working papers, incoming mail and archived
material.
Each document (or folder of documents) is given a unique barcode label to
identify it, and may be grouped together with other documents to form projects
or cases. An item may then be registered at a location simply by scanning its
barcode identification label. RFID
(Radio Frequency Identification) smart labels may be used instead of
barcode labels.
Records are different
from documents. Records cannot be modified or deleted except in controlled
circumstances, they have retention controls and they are arranged in a
structure.
Document management applies specifically to the management of discreet documents
and images throughout their lifecycle; typical functionality includes
acquisition, organisation, versioning, access control, and archiving.
Content management focuses on the management of the data within a document,
typically a web document.
There are many, though similar, definitions of records management.
One common one is "the field of management responsible for the systematic
control of the creation, maintenance, use, and disposition of records." …
it is the planning, controlling, directing, organizing, training, promoting, and
other managerial activities involved in records creation, maintenance and use,
and disposition in order to achieve adequate and proper documentation of the
policies and transactions of the (organization) and effective and economical
management of operations.
When you create a record, it goes through a lifecycle. Typically a record
is actively used for business activities for a period of time, and then less
frequently. Finally, it is retained for an additional period of time (possibly
offsite) during which it is available for reference or legal purposes. When the
retention period is satisfied, it is destroyed (or possibly transferred to an
archival facility). The retention schedule makes this an orderly process. Every
record type on the schedule has a retention period assigned to it that includes
the minimum (and possibly maximum) time to keep the record. It must be kept at
least for the minimum time period because either it’s needed for business
purposes or the law requires it. Keeping it longer than the maximum period could
put the organisation at risk legally.
http://www.jiscinfonet.ac.uk/infokits/records-management
Alliance
PaperChase
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