FILING & RECORD MANAGEMENT: HOW TO MANAGE AND ORGANISE

Introduction

Often we hear a business is only as good as its records. All correspondence with clients, financial information, market and clients’ facts are all kept in files. With inefficient filing and record management practices, your agency can lose time, money and information.

Course Objectives

Participants will be able to gain the following benefits and knowledge:

• Better awareness of the importance of proper Record Management practices in an agency
• Ability in organizing the records of an agency more systematically and efficiently
• Able to increase basic knowledge on Record Management of an agency
• Able to increase efficiency in processing the records/ files of an agency especially on the aspect of arrangement, keeping, filing retrieving, maintaining and dispositioning of records
• Good and efficient Record Management Practices will result in cost saving and increase in efficiency

Course Outline

THEORY AND PRACTICE IN RECORD MANAGEMENT

1. Record Management is a technique in management.
2. Life cycle of records – creation, usage/ maintenance and disposition/disposal
3. Categories of records
4. Benefits of Record Management Programme
5. Types of records
6. Uses and importance of records to an agency

FILE OPERATION

1. Opening and closing of files
2. Correspondence and files, control of incoming and outgoing mail.
3. File titles and classification in a filing system
4. Use of practical file covers
5. Minute papers – its uses and functions
6. Control of records / file movement
7. Application of 5 S in filing system

SECURITY REQUIREMENT AND CHARACTERISTICS OF A GOOD RECORD / FILING ROOM

1. Suitability, location of records room.
2. Basic requirement , security, precaution against fires, flood.
3. Restriction, accessibility to records.
4. Control on environment, temperature, humidity, cleanliness.
5. Control of records destroyers / enemies
6. Use of suitable filing equipment.
7. Salvaging of wet records.

ELECTRONIC MEDIA IN FILING OPERATION.

1. Comparison and differences between paper records and electronic filing – Paper records vs electronic records

RULES / REGULATION GOVERNING RECORD MANAGEMENT

1. Acts and Ordinance
2. Directives and related circulars
3. Awareness on the existence of various rules pertaining to Record Management
4. What is our responsibility.

LAST STAGES IN RECORD MANAGEMENT – FINAL DESTINY

1. What happens to records
2. Different values of records and its usage
3. How to determine the methods of disposial of records
4. Activities involved in disposition / disposal of records

PAPERS FOR PRACTICAL SESSIONS

1. Preparation of subject classification
2. Opening and closing of files
3. Appraisal of inactive records
4. preparation of list of files for disposal