Fundamentals Of Records Center Management PDF

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 3 MANAGEMENT Characteristic of Records Center Learning Objectives Identify the main characteristics of a records center. Describe the differences among all the characteristics of a records cen...

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 3 MANAGEMENT Characteristic of Records Center Learning Objectives Identify the main characteristics of a records center. Describe the differences among all the characteristics of a records center: Custodial Security Environmental Security Security and acess Cleanliness and Order Efficiency and Economy Introduction The records center should be safe, secure, clean, efficient and economical. It should capable of holding all designated semi-current records in all media and able to provide a dependable retrieval service.  Characteristics of Records Center Security Custodial Security Environmental Security Security and acess Cleanliness and Order Efficiency and Economy Security There is no point in transferring records to a records center if it is not completely secure. To ensure security records center must: externally secure environmentally secure Security involves both custodial and environmental security and is necessarily both external and internally. All parts of building should be protected. Preventive measures must be in force at all times. Security : Custodial security Security : Environmental security  Security : Security and access The boxes should carry no marking that give a direct indication of their contents. The content of the boxes are not easily identifiable on the outside of the box. Records should be stored in randomly selected location. Classified records must be kept in accordance with general rules. Only authorized persons (normally from record agencies)are allowed to get access to the record. Researchers must get the permission from the creating agencies to get access to the records. Users come to the RC to consult records, they must do so under supervised condition, and they must conform to the rules in force.  Cleanliness and Order Cleanliness Order RC should be cleaned, dusted Records should be kept in proper and inspected on a regular basis. order so that record can be found at any time with minimum delay. Records must be protected from Kept records in proper containers damaged, dirt, insects or or wrapping and clearly labeled infestation by moulds. with their references codes. No one should be allowed to eat, Regular checks should be made drink and bring food. to ensure records are returned to their appropriate locations. Smoking must be prohibited at all times. ▪ ▪ Efficiency and Economy Efficiency Every record held in RC should be retrievable quickly and easily. Record should be disposed according to a predetermine disposal schedule. Always maintain in a very high quality to ensures the records are protected from hazards of being lost and misplaced. Records are well organized so as to be able to identify and retrieve records efficiently. The following features of records center help to ensure that cost targets are met. Economy The unit cost of space in a records center is less than that in active office buildings. The records center is itself a less expensive building than an active office site. This is because it is designed or adapted for its specific purpose. Records can be stored more densely in a records center than in an office. This density can be quantified in terms of the ratio between cubic metres of records stored per square metre of floor space. Records center are organised so as to be able to identify and retrieve records efficiently. records in special format require special conditions for storage and special techniques for retrieval.  To optimize spaces, RC must be planned on the basis of calculations made of relevant factors such as: The quantity of backlog records The rate of the creation of new records Rules of the retirement of current records from current systems. Retention policy as expressed in the disposal schedules Legal requirements. Records are kept in boxes/cartons and arranged on the shelves Staff in Records Center arranges the compactly and densely records carton on the shelves using hydraulic lift Ladders and catwalk are used to Sample of records assist the staff in keeping and carton/box retrieving the records Reference IRMT. (1999). Managing records in records centre. London: International Records Management Trust.