IMD237: Records Centre Management

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Questions and Answers

What is the primary responsibility of the records center staff once records are transferred to them?

Managing procedures such as retrieval, review, destruction or archival transfer. (correct)

Creating new records based on the transferred ones

Reorganizing the transferred records according to office needs

Evaluating the records for immediate destruction

What should happen with records scheduled for destruction within one year of creation?

They should be archived immediately since they are older than one year.

They should be kept in the office and destroyed by records office under secure conditions if possible. (correct)

They should be reviewed by other offices before being destroyed.

They should always be transferred to the records center for storage.

Under what specific circumstances might records scheduled for destruction within one year be temporarily transferred to the records center?

When the office lacks storage space and arrangements are made with the records center head. (correct)

If the records are too many for the office to manage.

When there is a high chance that the records might get stolen.

If there is no staff member at the records office to handle the destruction.

How often should the office staff complete a Proposal to Destroy Scheduled Records form for records ready for destruction?

Every six months. Signup and view all the answers

What is the role of the head of the records center in destruction of records?

To authorize destruction and inspect records if there are any queries. Signup and view all the answers

Who is responsible for the actual destruction of records scheduled to be destroyed within one year?

The records office. Signup and view all the answers

What is the primary purpose of an emergency plan involving a records center and creator agencies?

To ensure the best possible recovery in case of record loss or damage. Signup and view all the answers

What does the emergency plan need to cover in relation to the records center itself?

The possibility of damage in the records center itself. Signup and view all the answers

What is the primary reason for active liaison between a records office and a records center?

To guarantee records are properly managed, transferred, or destroyed per schedules. Signup and view all the answers

Which of the following best describes the purpose of a disposal schedule?

To document all decisions regarding the management, transfer, and disposal of records. Signup and view all the answers

What are the two main types of disposal schedules?

General disposal schedules and agency disposal schedules. Signup and view all the answers

What is the responsibility of the records office staff when a closed file's appropriate time for transfer to a records center arrives?

To transfer closed files to the records center at the specified time. Signup and view all the answers

Why might a records office notify the records center about a record's retention period?

To inform the center about a discrepancy that requires retention beyond a scheduled time period. Signup and view all the answers

Where are copies of all disposal schedules held?

Only in the records center. Signup and view all the answers

What is the expected outcome of consistent cooperation between a records office and a records center?

A more streamlined process of record transfer, storage, and disposal. Signup and view all the answers

Besides transfer to an archive or destruction, what other action might a disposal schedule govern in regards to records?

The management of records. Signup and view all the answers

Study Notes

IMD237: Fundamentals of Records Center Management - Chapter 5

Records Management in the Records Centre: Liaising with Records Office is crucial for smooth record flow.
Learning Objectives: Understanding procedures, disposal schedules, destruction processes, emergency planning, and vital records care are key elements of this chapter.
Departmental/Agency Records Offices: Each department manages its current records, and the records centre complements this.
Records Centre/Office Liaison: Clear communication is essential between record office and the records centre. Records should be transferred, archived, or destroyed according to schedules. Records for reference should be returned in a timely manner.
Disposal Schedules:
- These govern record management, transfer, and disposal.
- They guide record and archive institutions in their decision-making process on files' disposal.
- Categorized into:
  - General disposal schedules: Cover common, administrative records for the organization.
  - Agency disposal schedules: Detail records specific to individual agencies.
Records Office Responsibilities:
- Issues are provided with departmental/agency-specific disposal schedules along with relevant general schedules.
- Ensure the transfer of closed files to the records centre on time.
- Notify the records centre if records need to be kept beyond the scheduled period for justified reasons.
Records Centre Responsibilities: The records centre handles records transfer, reviews, and destruction in accordance with schedules.
- Maintains copies of all disposal schedules.
- Implements the appropriate procedures, such as record retrieval, review, destruction of obsolete records, and transfer to the archives institution.
Destruction of Records in Offices:
- Some records are scheduled for destruction within a year of creation.
- These records should be destroyed by the record office directly, safely.
- Temporary transfer to the records centre might be warranted only if the office doesn't have sufficient storage space. Prior agreement with the records centre management is required.
- The records centre should not become cluttered with obsolete records that should've been destroyed.
Procedure for Records Destruction:
- Semi-annual record office staff submit a Proposal to Destroy Scheduled Records, outlining ready-for-destruction records, dates, file/item count, and schedule number.
- Records Centre Head approves the destruction. Records to be destroyed are verified to ensure accuracy and prevent errors.
Emergency Planning and Vital Records Care:
- Collaboration between creator agencies, and the records center is key in implementing the plan.
- Covers potential disaster scenarios potentially harming records safely preserving and ensuring retrievability.
- Emergency Plan: Policies and procedures for managing emergencies and disasters. Designed to prevent and minimize damage to people, facilities, and records.
- Vital Records: Essential records critical to ongoing operations or restoration after disaster. Also known as essential records, and must be preserved. These records are often backed up in separate locations.
- Vital Records Care: Vital records must be protected, staff must know of their existence, and ensures records are kept retrievable and preserved. Duplication is often part of the vital records care process. Vital records are frequently kept in a separate facility from the original.

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Description

Explore Chapter 5 of IMD237 focusing on Records Management in the Records Centre. Learn about the crucial practices of liaising with the Records Office, managing disposal schedules, and understanding emergency planning for vital records. This chapter emphasizes the importance of clear communication and scheduled records transfer.

IMD237: Records Centre Management - Chapter 5

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