Key Concepts in Records Management

Key Concepts in Records Management

• A record is a document or information created, received, and maintained by an organization or individual for legal obligations or business activities.
• Records can be physical (paper, photographs, maps) or electronic (emails, digital files).
• Records provide evidence of activities and decisions, support accountability, legal compliance, and organizational memory.
• Records have content (the data), context (creation circumstances), and structure (how organized).
• Types of records include current (used daily), semi-current (occasionally used), and non-current (no longer used but preserved for long-term value).

Records Management Theories

• Life Cycle Theory: Assumes all records pass through three stages: current, semi-current, and non-current.
• Records Continuum Theory: Considers records as ongoing entities (physical and electronic) managed across time and space, emphasizing metadata integration and context throughout their lifespan. This theory is more flexible, especially for digital records.

Roles and Responsibilities

• National Archives: Responsible for acquiring, preserving, restoring, and providing access to records for long-term preservation, historical research, and public access; Showcase the country's history; Secure records.
• Archivists: Identify valuable records, manage preservation, and maintenance, and facilitate the organization of archives.

Features of Records Centers

• Acquisition: Secure records through various means such as donations, purchases or transfers.
• Arrangement: Organize and describe records for preservation and access.
• Preservation: Restore and maintain records, both physical and electronic.
• Access: Make records accessible to authorized users.
• Repository: Secure storage location for records.

Electronic Records

• Features include data content, metadata (date, creator, etc.), and format/layout.
• Challenges include manipulation, technological obsolescence (old formats becoming unreadable), and vulnerability to hacking and viruses.

Values of Records

• Records have administrative value (daily operations, plans), historical value (country's memory, maps, records), research value (for studies, inquiries), legal value (transactions, contracts, certificates), and information value (knowledge in form of reports or manuals).

Archives and Records Management Principles

• Records serve as evidence and support accountability and efficiency within an organization; ensuring accurate operations and preserving history.
• Archives play a crucial role in acquiring, preserving, providing access to significant records; these records form heritage.
• Records continuum theory provides a flexible approach to managing records including digital and physical format records.
• Archivists and records centers/libraries collaborate in managing and sharing records.
• Archives/repositories ensure the records are well managed.
• Records can be categorized as current, semi-current, and non-current to reflect their stage and location.
• Technology is crucial to the preservation of long-term records, with proper use and systems.
• Principles of provenance (maintenance of record origin/creator) and original order (respecting and preserving original arrangement).

Records Management Stages

• Current records are actively used.
• Semi-current records are occasionally used.
• Non-current records are retained for reasons of historical, legal importance, but may be transferred to archives.

Archivist Responsibilities

• Selection, acquisition, coding, boxing, preserving.
• Developing finding aids (tools for locating records).
• Electronic records management using systems.
• Ensuring proper management of electronic content & records.
• Proper records management ensures long-term access and preservation.

Other Important Considerations

• Only a small percentage of records (approximately 10%) are typically archived based on importance.

Archival Laws and Practices

• Federal laws govern the management of government records.
• Records centers and archives differ in their functions and responsibility.