Introduction to Records Center Management
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Questions and Answers

What is the primary administrative principle for a records center when records are held in multiple locations?

  • Each location should operate as an independent records center.
  • All locations should form part of one administratively unified records center. (correct)
  • Records should be split to different locations based on their type.
  • All records should be moved to a single location for efficiency.

    • What is the primary purpose of a records center?

  • An intermediate storage facility for semi-current records. (correct)
  • A place to store personal records indefinitely.
  • A location to destroy all outdated documents immediately.
  • A place to permanently archive all important documents.

    • Before records are transferred to a record center, what action should take place?

  • Immediate destruction of all paper records.
  • Appraisal to determine their value, and an action date and category applied. (correct)
  • Complete digitization of all records
  • A full catalog and transfer of all records.

    • What is the primary purpose of the appraisal process in records management?

    <p>To assess the value of records for further use and decide how long to keep them.</p> Signup and view all the answers

    What is the purpose of an 'action date' regarding records in a records center?

    <p>The date when the records are scheduled for removal from the records center.</p> Signup and view all the answers

    Which of the following is a service commonly offered by records centers?

    <p>Records appraisal</p> Signup and view all the answers

    What is a key characteristic of a Commercial Records Center?

    <p>It provides services and stores records for profit.</p> Signup and view all the answers

    Besides physical storage, what other form of storage do some records centers offer?

    <p>Storage on hard drives or tapes for data backup.</p> Signup and view all the answers

    Which of these is NOT a typical 'Traditional' service offering from CRC?

    <p>Mobile shredding</p> Signup and view all the answers

    Which of the following services is LEAST likely to be provided by a records center?

    <p>Data encryption services</p> Signup and view all the answers

    What is a typical 'other' service offered by CRC?

    <p>Document Imaging</p> Signup and view all the answers

    Which of these is a function that a records center might perform when dealing with records?

    <p>Accessioning of records</p> Signup and view all the answers

    What is the primary focus of a records center?

    <p>Managing the lifecycle of records.</p> Signup and view all the answers

    Which entity is primarily responsible for managing records at the national level in Malaysia?

    <p>National Archive Department</p> Signup and view all the answers

    What is the main function of a departmental records center?

    <p>To store semi-current and non-current records of temporary or permanent value</p> Signup and view all the answers

    What type of service does a commercial records center primarily provide?

    <p>Fee-based records maintenance for private and government entities</p> Signup and view all the answers

    Which legislation specifically prohibits the destruction of public records?

    <p>National Archive Act 2003</p> Signup and view all the answers

    According to the content, what is the key responsibility of a records center?

    <p>To oversee the storage, processing, and servicing of records</p> Signup and view all the answers

    Under what circumstances should public records be surrendered?

    <p>When demanded by the relevant authorities</p> Signup and view all the answers

    Which type of records center is usually located at the headquarters of an institution?

    <p>Departmental Records Center</p> Signup and view all the answers

    Which act outlines the need to acquire non-public records?

    <p>National Archive Act 2003</p> Signup and view all the answers

    What is the primary function of a records center?

    <p>To manage and store semi-current records until their final disposition.</p> Signup and view all the answers

    Which of the following best describes the transition of records according to the content?

    <p>Records move from record offices to a records center then some may be transferred to an archival repository or disposed of.</p> Signup and view all the answers

    According to the content, what does the term 'records' include?

    <p>All information materials, in any format, produced during administrative work.</p> Signup and view all the answers

    What happens to records when they cease to be semi-current, according to the content?

    <p>Some are destroyed, and some may be transferred to an archival repository.</p> Signup and view all the answers

    What should happen before records are even created, to promote good records care?

    <p>Policies, procedures and priorities should be established.</p> Signup and view all the answers

    According to the information, what is the relationship, if any, between a records center and the archival repository?

    <p>Records may be transferred from the records center to the archival repository as part of their disposition</p> Signup and view all the answers

    Which of the following is NOT a characteristic of a records center, according to the content?

    <p>Records centers are always singular in nature for an organization</p> Signup and view all the answers

    What is one of the purposes of moving records to the records center?

    <p>To provide a place where the records can be securely kept and used as a source of information, pending their disposal</p> Signup and view all the answers

    Study Notes

    Introduction to Records Center Management

    • Records management is the responsibility of government or corporate records and archives institutions
    • They ensure records are used to the best advantage throughout their life cycle
    • "Records" include all information materials created during administrative work
    • Most records are on paper, but others exist as audio-visual or electronic formats
    • Good records care starts with policies, procedures, and priorities established before records are created
    • Semi-current records are records that are no longer used on a regular basis.
    • Records that are no longer needed are disposed of under the authority of disposal schedules

    Learning Objectives

    • Define and understand records centers and semi-current records
    • Identify the three main types of records (phases of records)
    • Understand the relevant legislation for records management in Malaysia
    • Identify the three main types of records centers

    Types of Records

    • Current Records: Regularly used for current business activities; kept near origin or in a registry.
    • Semi-Current Records: Infrequently used but kept for legal, financial, or administrative reasons; often stored in a records center or off-site.
    • Non-Current Records: No longer needed for current business activity, but may be valuable for research; kept in an archival repository.

    What is a Records Center?

    • A building or part of a building designed for the low-cost storage, maintenance, and communication of semi-current records until disposal.
    • Contains records in boxes arranged on shelves.
    • May accommodate records on various floors/multiple levels
    • More than one records center may exist within an organization
    • The majority of semi-current records are held due to legal, financial, or administrative requirements.
    • Records centers are intermediate storage facilities, not for permanent retention.

    Records Center Requirements

    • Records should only be transferred to a records center after appraisal, with an action date and category
    • Needs a system for retrieving and consulting records
    • Must be safe, secure, efficient, and economical

    Appraisal

    • A process of determining the value of records for further use and the duration of their value
    • Also known as evaluation, review, or selection

    Action Date and Category

    • Action Date: Date when records are scheduled for removal (permanent, review, or destruction)
    • Action Category: Category of action for removal (permanent, review, or destruction)

    Types of Records Centers

    • National: Managed by the National Archives Department; responsible for all ministries and government departments in Malaysia. Located in Petaling Jaya.
    • Departmental: Owned by government or private companies; maintains semi-current and non-current records located at head office buildings
    • Commercial: Responsible for fee-based records maintenance for various groups and organizations; offers services like storage rentals, disposal planning, accession, preservation, appraisal, and record disposal

    CRC Product and Services

    • Typical: Data Entry, Supplies, Traditional paper storage, Online access and reporting, Onsite mobile shredding, Consulting services.
    • Other: Document imaging, Destruction services, Pick-up and delivery services

    Legislation on Records Management

    • The National Archive Act 2003 (Act 629) covers matters like prohibition of destruction of public records, record disposal, transfer of records, public records in defunct offices, acquisition of non-public records.
    • Other legislation includes circular letters/instructions and departmental issuances providing guidance and regulations.

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    Related Documents

    Introduction to Record Center PDF

    Description

    Explore the key principles of records management, including the life cycle of records, types of records, and the importance of policies in managing records. This quiz will help you understand semi-current records and the relevant legislation in Malaysia. Test your knowledge of records centers and their main types.

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