Record management is the field of management responsible for the efficicent and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records. The records are information created, received, and maintained as evidence and information by and organization or person, in pursuance of legal obligations or in the transaction of business.
Record management governs the practice both of records managers and of any person who creates or uses records in the course of their business activities. Records management in an organization includes:
All organizations need to identify the regulatory environment that affects their activities and requirements to document their activities. The policies and procedures of organizations should reflect the application of the regulatory environment to their business processes. An organization should provide adequate evidence of this compliance with the regulatory environment in the records of its activities.
An organization should establish, document, maintain and promulgate policies, procedures and practices for records management to ensure that its business need for evidence, accountability and information about its activities is met.
Records are created, received and used in the conduct of business activities. To support conduct of business, comply with the regulatory environment, and provide accountability, organizations should create and maintain authentic, reliable and useable records, and protect the integrity of those record for as long as required. To do this, organizations should institute and carry out a comprehensive records management programmer which includes:
A file plan is a comprehensive outline that includes the records series, file organization, active file locations, file transfer instructions, file retention and disposition instructions, and other specific instructions that provide guidance for effective management of records.
OpenKM file plan specify how records are to be organized once they have been created or received, provide a "roadmap" to the records created and maintained by an organizational unit, and facilitate dispositioning of the records.
The file plan is created by detailing the file series of the records in your organizational unit, as well as information about how they are managed and by whom, incorporating the following information into your file plan.
OpenKM file plan describes every type of records in the organization, the location where they should be stored, the rules applying to them, the retention schedule and timeline, manner of their disposition, and the person or persons responsible for their management. It consists of:
It allows inheritance between file series.
Set security by file series of the record.
Define common searches based on file series of record.
Classification of business activities acts as a powerful tool to assist the conduct of business and in many of the processes involved in the management of records:
Classification system reflect the business of the organization from which they derive and are normally based on an analysis of the organization's business activities. The system can be used to support a variety of records management processes.
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