Effective filing and recording system

Are compiled, recorded or stored Are compiled, recorded or stored information regardless of format information regardless of format ( paper, ( paper, book, film, electronic data, etc.)book, film, electronic data, etc.) and and characteristics. characteristics.

They are a part of and result from business They are a part of and result from business activities and provide evidence of those activities and provide evidence of those activities.activities.

What are Records?What are Records?

1.Accurate1.Accurate

2.Authentic2.Authentic

3.Have integrity3.Have integrity

4.Useable4.Useable

Records are information assetRecords are information asset• are a valuable asset.• are the memory of any agency and serve to perpetuate

or preserve knowledge of events, facts, actions, or ideas.

Records support accountabilityRecords support accountability• are evidence of what happened, why and by whom. • reinforce accountability and provide an essential means

to meet legal, financial and accountability requirements.

Importance of RecordsImportance of Records

• Ensure continuity and consistency in Ensure continuity and consistency in administration; administration;

• Assist officials and their successors in making Assist officials and their successors in making informed policy and program judgments; informed policy and program judgments;

• Provide information required by higher authorities Provide information required by higher authorities to oversee the organization’s activities; and to oversee the organization’s activities; and

• Document the agency's organization, structure, Document the agency's organization, structure, and achievementsand achievements

.

Two Sources of RecordsTwo Sources of Records

Records createdcreated by the agency itself. These are records prepared by the agency for its own use and for its business transactions.

Records receivedreceived by the agency. These are records received from other agencies – government or private.

FilingFiling

is the classification and arrangement of records in a systematic way.

is also the storage of papers according to a set arrangement.

Commonly Used Filing SystemCommonly Used Filing System

•Appointment records•Employee service records•Personal data records•Pension plan; applications, claims and correspondence •Scholarship records•Leave records•Performance records

1. By the name of an individualname of an individual

Personal files (201) contain individual record of personal information about every employee in the agency. This is arranged chronologically – the latest action being the last entry in the folder.


• Annual reports (primary classification)• Minutes of Meeting (primary classification)• System and procedure records (primary classification)

2.By the subject mattersubject matter that usually covers all activities and functions of the agency and not specific to any single employee

Administrative filesAdministrative files (major subject heading)

Budget filesBudget files (major subject heading)

• Budget preparations (primary classification)• Budget appropriations (primary classification)• Work and Financial plans (primary classification)


by the subject matter…

Financial and Accounting FilesFinancial and Accounting Files

Legal FilesLegal Files

Procurement and Supply FilesProcurement and Supply Files

Training Files


1.By the 1.By the location or geographical area a record location or geographical area a record may covermay cover(e.g., country, region, province, city, municipality, or barrio/barangay)

2.By the 2.By the number assigned to a recordnumber assigned to a record(e.g., bank checks, invoices, tax declarations, insurance policies)

3.By the 3.By the datedate(e.g., bills, accounts payable, accounts receivable)

Workshop 1: Knowing your recordsWorkshop 1: Knowing your records 1. On a manila paper, make 3 columns: Column 1: List all your church records Column 2: Identify the source of each record Column 3: Indicate if record should be classified by subject matter, name, location, number, or date 2. Post output on the wall

(30 minutes(30 minutes))

What is Records Management?What is Records Management?

Is the efficient and systematic control of the creationcreation, , receiptreceipt, , maintenancemaintenance, , useuse, , storagestorage, , protectionprotection, and , and dispositiondisposition of records required for the continuance of agency business and operation.

Workshop 2: Why manage records?Workshop 2: Why manage records?

1. Brainstorm on the benefits of managing records

2. Write them in another manila paper

3. Post output on the wall

(20 minutes)

Why Manage RecordsWhy Manage Records

To Control the Creation and Growth of Records

To Reduce Operating Costs

To Improve Efficiency and Productivity

To Assimilate New Records Management Technologies

To Safeguard Vital Information

To Support Better Management Decision Making

To Foster Professionalism in Running the Business

Records maybe divided into three categories Records maybe divided into three categories according to its usefulness:according to its usefulness:

Active files Active files – records currently and frequently use.

Semi-Active files Semi-Active files – records that are occasionally needed for reference or legally required to be retained.

Inactive files Inactive files – records that outlived its usefulness and ready to be disposed.

Elements of Records ManagementElements of Records Management

Creation of recordsCreation of records

Retention and Maintenance of recordsRetention and Maintenance of records

Retention period is the life of the record. It is the specific length of time established and approved by competent authority after which a given record is ready for permanent storage or disposal.

Records have varying period of usefulness. It is necessary to determine when they should be retired (disposed) and for how long they should be retained.

Elements of Records ManagementElements of Records Management

Access to recordsAccess to records

• making records accessible and useable to users within and outside the agency.

• setting up and implementing access rules & restrictions to protect records from unauthorized access for security and privacy reasons.

Preservation of recordsPreservation of records

Disposal of recordsDisposal of records

Process of Records DisposalProcess of Records Disposal

AppraisalAppraisal – appraising which records need to be retained and for how long. This includes identifying records with on-going value as archives.

SentencingSentencing – implementing retention decisions and disposal actions to records. This includes documenting transfer and destruction of records.

DestructionDestruction – includes documenting records destroyed and the authority by which they were destroyed.

Transfer of recordsTransfer of records – transferring of records with permanent value/usefulness to an archives institution. This includes documenting records that have been transferred .

What are archives?What are archives?

are records appraised as having continuing valuecontinuing value because they meet an ongoing (legal, evidential or research) need to the organization.

also refers to the place where records of continuing value are stored, preserved, and used.

Workshop 3: Managing Church ArchivesWorkshop 3: Managing Church Archives

1. Brainstorm on the proposed period of retention of each record listed in workshop 12. Group the record according to the length of retention in ascending order.3. On another manila paper, make 2 columns

Column 1: Church records arranged according to duration of retention period. Column 2: Indicate the period of retention. If record is appraised as having permanent value, indicate “permanent”

4. Post output on the wall.

Records Retention ScheduleRecords Retention Schedule

The retention schedule for both physical and electronic documents can be classified based on the period of time they are useful to the church.

Churches should have their own written record retention policy.

What is Records Management?What is Records Management?

Is the efficient and systematic control of the creationcreation, , receiptreceipt, , maintenancemaintenance, , useuse, , storagestorage, , protectionprotection,, and dispositiondisposition of records required for the continuance of agency business and operation.