Records management manual pdf

Records management manual 5 this manual provides records management rules. The records management manual is intended to be read by all officers, particularly those who have records management andor custodian responsibilities. This manual implements the policy set forth in reference a and provides guidelines and procedures for the proper administration of an rm program in accordance with references b through n. A proper records management program will reduce the volume of records stored. This manual may be periodically updated to ensure that it complies with current federal records management regulations and osm practices. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and. Information in human readable form such as paper or microfilm. Records management the purpose of the records management manual is to provide archdiocese of chicago parishes guidance and information to properly maintain and handle short and longterm records. This records management program shall form part of asots records management manual rmm. Retain by agency for 5 years and then transfer to state archives. Records management is the continuous and efficient program by which we identify and classify records, establish schedules and.

Dana glover, director, research and technology implementation office manual. This manual provides guidelines and procedures for the proper administration of a records management program. The library of virginia presents virginia public records. An effective records management program can reduce storage and retrieval costs and increase. A procedures manual defines the procedures for managing records after they have been transferred from the records centre to the archival institution for permanent preservation. The records analysis section provides you, our client, the following support. The purpose of the records management manual is to help ubc staff and faculty members understand the records management principles applicable to the. Records management manual municipalities 3 retention. Guidelines for managing records of the local church. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. The text has been changed to update organizational information and reflect changes in regulations. It is to be understood that the records schedules authorize and.

We recommend that you begin by reading the electronic records management strategy guidelines for a general introduction to key concepts. T h e p o r t i o n s a f f e c t e d b y t h i s r a p i d a c t i o n r e v i s i o n a r e l i s t e d i n t h e summary of change. An effective records management program requires a realistic appraisal of existing. This records management handbook provides guidance and procedures for the handling of department of energy doe records and related materials. Performing timely followup on records that have been checked out of the recordkeeping system. Feb, 2020 the paper version of the aphis records management handbook is no longer available. To better serve our customers, this web site contains current schedules and information. Follow the schedules and procedures prescribed by the county records committee as contained in the county records manual. Additional policy and guidance addressing email and webportal records will be forthcoming in the records management manual and the records management handbook. Nov 30, 2016 implementation date for the new records management and documentation manual december 1, 2016. Returning records to the recordkeeping system at the conclusion of the checkout time or upon termination of employment. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. Part ii is the subject file classification system used for. Once the records have reached their retention date.

Disposition of federal records, a records management handbook, second edition, national archives and records administration, office of records services washington, d. The department of the navy don records management rm program establishes. Purpose of this manual t his manual is for the local church historian. The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the. It is not meant to provide an exhaustive or comprehensive records management plan.

Records management procedures manual depaul university. Revisions were made throughout andmajor changes were made to the disposition schedules for don records contained in part iii. Records management for storage, contact the records manager. Apr 29, 2008 records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. This manual provides guidance for all employees on the definition of federal records and personal papers. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. In effect through november 30, 2016 rmanddm 3rd edition 9116. The records management manual will serve as a starting point for records management at ubc, and employees are encouraged to use the tools being developed by the university archives, including the records management manual and the records retention schedules. This manual is the single records disposition authority for all don records.

December 19, 2014 purpose the purpose of this manual notice is to issue changes to chapters 1, 2, 4, 5, 7 and 10 of the records management manual. Effective implementation date december 1, 2016 rmanddm appendix 3rd edition 9116. The state records management act government code sections 1227012279 directs californias secretary of state to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. The paper version of the aphis records management handbook is no longer available. Management program, including the lifecycle management of records in all media in accordance with references b, c, and d. The department of the navy records management program establishes policies and procedures for lifecycle management creation, maintenance, use and disposition of don records. Executive correspondence records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements. If records are created and maintained in a proactive manner, then the. Records management and documentation manual for providers of publiclyfunded mhddsa services capmrdd services and local management entities north carolina department of health and human services division of mental health, developmental disabilities, and substance abuse services apsm 452 revised march 1, 2009. Records inventory records holdings must be inventoried before appropriate controls can be instituted.

Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. The foundation of our records management program is the. Once the electronic files have been captured in an approved epa records management system, they should be removed from nonepa messaging systems, unless there is a specific obligation such as a litigation hold to maintain the files on all systems on which they appear. If that document meets the definition of a record, it must be captured in a recordkeeping system. In addition, the university archives should be contacted for advice and guidance. The department of the navy don records management rm program. Electronic records management guidelines 1 table of contents introduction describes the legal framework guiding the development of an electronic records management strategy, and the purpose of the guidelines. Information management guide to recordkeeping in the army department of the army pamphlet 25403 history. The act requires that, when disposing of records, county officers shall. Iar t includes a general records retention schedule.

The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. The next step of the process is to appraise these records to help determine the minimum amount of time they must be kept retained. Implementation date for the new records management and documentation manual december 1, 2016. December 19, 2014 purpose the purpose of this manual notice is to issue changes to chapters 1, 2, 4, 5, 7 and 10 of the records. Management program, records management manual, december 2005. The manual should be used in conjunction with the series of records management publications issued by the government records service grs. Accordingly, the university has established the following records management policy and records management program and retention schedule to maintain. Apsm 452 records management and documentation manuals. Soil condition reports records of inspections of soil conditions, including nature, distribution and supporting ability of soils and rocks on building sites prior to issuance of building permits or approval of development proposals. Public records document agency business and with proper management agencies can show they are taking the correct action for the appropriate amount of time and for the right reasons. It may be a duplicate, enlarged or reduced in size from the original. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the.

Pickup and delivery service in the juneau area is also provided by the records center staff. The archives staff ensure records are received, processed. Records management procedures manual page 5 key definitions active records. The same holds true for documents posted on websites and portals. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. Tracking the location of records at all times, using a manual or automated system. Electronic records management guidelines introduction section containing questions to spark discussion, and an annotated list of resources to use for more detailed research. Illinois state records management manual 4 appraising records creating a records inventory tells an agency what records it has. Manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records.

Information management guide to recordkeeping in the army. Records may be stored in the docushare document management system with applicable permissions applied to records. A records series is a group of identical or related. A professional staff provides technical assistance to agencies in files and records management, vital records protection, micrographics, and archival preservation. Print a paper copy and file it in the corresponding folder within your command or activitys record management system store within a dod 5015. This records management handbook supplements the information in sam and the practical guidelines posted on the california records and information programs calrim website. When an agency demonstrates proper public records organization, a management program where records are controlled, and. Records management for episcopal parishes and missions introduction this manual of records management guidelines is designed for parish officers and administrators, including the custodian of records and chives or the parish archivist. Records management manual marine corps base quantico. It includes information on records management as an aspect of everyday utility, how to handle electronic records, record keeping and filing practices. The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the job. Pdf records management manual jiiyann sambajon academia. Illinois records management reference manual for illinois.

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