Fundamentals Of Records Center Management Chapter 4.2 PDF

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 4.2 MANAGEMENT Planning and Developing Records Center Learning Objectives Describe the other steps in planning and developing of a records center (a continuation from chapter 4.1): 2. Collect...

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 4.2 MANAGEMENT Planning and Developing Records Center Learning Objectives Describe the other steps in planning and developing of a records center (a continuation from chapter 4.1): 2. Collecting Information About Records Systems The second step in planning for a records center is to find out what that center is likely to contain and to calculate the effects of this on the planning of the service. the records center will need to carry out a survey in order to gather as much relevant information as possible so that the records center will be developed on a well-planned basis. In principle, records centres should reach their full capacity fairly quickly but should not continue to expand significantly thereafter. This is because all records transferred into the records centre should be balanced by records transferred out of it, under the provisions of the disposal schedules.  4 Collecting Information About Records Systems The survey results will be used to: 1. Establish rules for the retirement of non current records (in any format) from current systems. 2. Gather information for the construction and authorization of disposal schedules 3. Calculate the overall bulk of non current records to be housed. 4. Calculate the rate of creation of new records by the various agencies of the organization. 5. Estimate the anticipated amount of retrieval and reference to records. On the basis of the information obtained, the optimum size and capacity of the records center can be calculated. A survey allows the organization to determine the appropriate size and scope of the records center.  5 Collecting Information About Records Systems Two types of survey: Survey on best practices of existing records services & Survey on potential customers. Survey on existing practice: Site Visit (any established records center) Literature (to read the best practice and guidelines from literature) Web Browsing (to explore the existing RC services and practices) Survey of potential customers: interviews and distributing questionnaires. 3. Deciding On A Physical Site For The Records Centre The location of the centre should be chosen in accordance with the organisation’s overall development plan. Factors to consider include cost, centrality, security and the provision of services. The siting of branch or regional records centres should be chosen with equal care, in the light of the service to be offered locally. 4. Constructing Or Adapting A Building For Use As A Records Centre A model records centre is essentially a secure, clean, and sufficiently capacious warehouse with cost-effective and easily controlled racking or shelving of a high local standard. It is critical that the records centre be a high-density, low-cost storage facility, therefore a high ratio of linear metres of shelf space to square metres of floor space is normal. https://sos.oregon.gov/archives/Pages/state _records_center.aspx Constructing Or Adapting A Building For Use As A Records Centre The goal is to store as much material as safely as possible in as little space as possible. This high-density storage is typically achieved by stacking shelving as high as possible. However, local circumstances must always be considered, especially if a pre-existing adapted building is required. https://www.nyc.gov/site/records/about/r ecords-management.page Constructing Or Adapting A Building For Use As A Records Centre To accommodate standard sized boxes or containers, the majority of the shelves should be set at uniform spacing. However, having some adjustable shelving is a good idea because there will always be records that do not fit into the standard space. Shelves above about two metres in height can only be reached with the proper ladders or equipment. Otherwise, it is preferable to limit the shelving to a height that staff members standing on the floor or on simple moveable stools can reach. Constructing Or Adapting A Building For Use As A Records Centre An example of a basic simple RC Floor Plan 5. Conducting A Pilot Project A pilot project is always recommended before embarking on any new system for the care of records in records centres. The pilot project's goal is to test the system's functionality and provide experience for records centre personnel. One approach is to base a pilot project on one or a few carefully selected agencies. Non-current records from these designated locations should be appraised, scheduled, and transferred to the records centre as needed. Reference retrieval should be tested. The pilot scheme should be evaluated in order to identify and correct flaws and problems. 6. Establishing A Full Records Service All creating agencies (customers) should be brought into the records centre system in the agreed-upon order of priorities - which specific agencies are brought in on a set schedule. The records centre manager will be in charge of contacting the specified agencies and arranging times and other details for the exercise. All records centre services should be evaluated on a regular basis. Take into account the quality and relevance of all key components of the records centre programme - staffing, costs, physical facilities, and the quality and timeliness of service to users.  7. Caring For Records In Special Formats (Detailed discussion in Chapter 9) The majority of records kept in the records centre will be in formats (mostly paper) that allow them to be stored in standard boxes or bundles. Sothe majority of the records centre can be shelved in a regular pattern and boxes assigned to spaces on a random basis. ∙ There are some records that require special handling because they do not fit into standard shelf spaces or boxes such as maps and plans, photographs, audio visual materials, electronic records. 8. Determining A Plan For Costing Services Costing controls should be applied to all aspects of the records and archives institution's work. ∙ All managerial personnel in the records and archives institution should be able to generate reliable costings for their overall service and all major aspects of it. ∙ All procedures performed in the records centre can be costed by estimating the proportion of total resources allocated to records centre services per person-year (e.g. salaries and wages, building/area rental, facilities and equipments purchase and rental) 8. Determining A Plan For Costing Services Creator agencies that use the services of the records centre may be required to pay charges for each of the services offered. Chargeable services may include: o transfer of records to the records centre and storage there o retrieval of records and issue to the creator agency for reference o replacement of records after reference o retrieval of records for consultation in the reference room o advice on records management procedures and appraisal. REFERENCE IRMT. (1999). Managing records in records center. London: International Records Management Trust.