Information management guide to recordkeeping in the army department of the army pamphlet 25403 history. Feb, 2020 the paper version of the aphis records management handbook is no longer available. Effective implementation date december 1, 2016 rmanddm appendix 3rd edition 9116. Guidelines for managing records of the local church. T h e p o r t i o n s a f f e c t e d b y t h i s r a p i d a c t i o n r e v i s i o n a r e l i s t e d i n t h e summary of change. Follow the schedules and procedures prescribed by the county records committee as contained in the county records manual. The purpose of the records management manual is to help ubc staff and faculty members understand the records management principles applicable to the.
Apsm 452 records management and documentation manuals. If that document meets the definition of a record, it must be captured in a recordkeeping system. Revisions were made throughout andmajor changes were made to the disposition schedules for don records contained in part iii. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and.
Public records document agency business and with proper management agencies can show they are taking the correct action for the appropriate amount of time and for the right reasons. Records management is about controlling records within a comprehensive regime made up of policies, procedures, systems, processes and behaviours. Records management the purpose of the records management manual is to provide archdiocese of chicago parishes guidance and information to properly maintain and handle short and longterm records. The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the. Electronic records management strategy read this set of guidelines first for basic, key concepts in electronic records management. Records management manual municipalities 3 retention. To better serve our customers, this web site contains current schedules and information. Records management and documentation manual for providers of publiclyfunded mhddsa services capmrdd services and local management entities north carolina department of health and human services division of mental health, developmental disabilities, and substance abuse services apsm 452 revised march 1, 2009. The text has been changed to update organizational information and reflect changes in regulations. Nov 30, 2016 implementation date for the new records management and documentation manual december 1, 2016.
The archives staff ensure records are received, processed. December 19, 2014 purpose the purpose of this manual notice is to issue changes to chapters 1, 2, 4, 5, 7 and 10 of the records. This manual provides guidelines and procedures for the proper administration of a records management program. Records management for episcopal parishes and missions introduction this manual of records management guidelines is designed for parish officers and administrators, including the custodian of records and chives or the parish archivist. Records management is the continuous and efficient program by which we identify and classify records, establish schedules and. The department of the navy don records management rm program establishes. Apr 29, 2008 records management handbook records retention the records management program section chapter 1600 of the state administrative manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. The department of the navy records management program establishes policies and procedures for lifecycle management creation, maintenance, use and disposition of don records. It may be a duplicate, enlarged or reduced in size from the original. Iar t includes a general records retention schedule.
If records are created and maintained in a proactive manner, then the. The goal of floridas records management program is to provide professional assistance to state and local government agencies in managing the records and information required to take care of the business of government. Retain by agency for 5 years and then transfer to state archives. Executive correspondence records not duplicated elsewhere that document how the office is organized and how it functions, its pattern of action, its policies, procedures and achievements.
Illinois state records management manual 4 appraising records creating a records inventory tells an agency what records it has. Once the records have reached their retention date. Records inventory records holdings must be inventoried before appropriate controls can be instituted. Management program, records management manual, december 2005. This manual may be periodically updated to ensure that it complies with current federal records management regulations and osm practices. The next step of the process is to appraise these records to help determine the minimum amount of time they must be kept retained. This manual is the single records disposition authority for all don records. The same holds true for documents posted on websites and portals. Management program, including the lifecycle management of records in all media in accordance with references b, c, and d.
The foundation of our records management program is the. Manual sam defines the responsibility of each agency to implement a records management program and prescribes the procedure for scheduling and disposing of records. Returning records to the recordkeeping system at the conclusion of the checkout time or upon termination of employment. An inventory consists of a complete listing of records by record series, together with descriptions and supporting information. A proper records management program will reduce the volume of records stored. Information management guide to recordkeeping in the army. The act requires that, when disposing of records, county officers shall.
The fifteen chapters marked with white tabs found at the beginning of the paper version of the aphis records management handbook, 1998 version, can be accessed from the job. Records management procedures manual page 3 summary of the objectives for records management procedures an ambitious collegewide project, initiated in fall 2009 under the supervision of the. A procedures manual defines the procedures for managing records after they have been transferred from the records centre to the archival institution for permanent preservation. Soil condition reports records of inspections of soil conditions, including nature, distribution and supporting ability of soils and rocks on building sites prior to issuance of building permits or approval of development proposals. It is not meant to provide an exhaustive or comprehensive records management plan. Performing timely followup on records that have been checked out of the recordkeeping system. The department of the navy don records management rm program. This records management handbook supplements the information in sam and the practical guidelines posted on the california records and information programs calrim website. In addition, the university archives should be contacted for advice and guidance. This records management program shall form part of asots records management manual rmm.
The records management manual will serve as a starting point for records management at ubc, and employees are encouraged to use the tools being developed by the university archives, including the records management manual and the records retention schedules. This directive also authorizes the issuance of a records and information management manual records manual, for principal office records liaison officers rlos and a records management handbook for all employees which includes processes and procedures for specific categories of records and records management activities. Information in human readable form such as paper or microfilm. Records management manual marine corps base quantico. This records management handbook provides guidance and procedures for the handling of department of energy doe records and related materials. An effective records management program can reduce storage and retrieval costs and increase. Tracking the location of records at all times, using a manual or automated system. A professional staff provides technical assistance to agencies in files and records management, vital records protection, micrographics, and archival preservation. The paper version of the aphis records management handbook is no longer available.
It includes information on records management as an aspect of everyday utility, how to handle electronic records, record keeping and filing practices. Dana glover, director, research and technology implementation office manual. This manual provides guidance for all employees on the definition of federal records and personal papers. Illinois records management reference manual for illinois. In effect through november 30, 2016 rmanddm 3rd edition 9116.
The records management manual is intended to be read by all officers, particularly those who have records management andor custodian responsibilities. Records management procedures manual depaul university. The records analysis section provides you, our client, the following support. Records management is the planning, controlling, directing, organizing, training, promoting and other managerial activities related to the lifecycle of records, which are conducted to achieve adequate and proper documentation of federal policies and transactions, and effective and economical management of agency operations. It is to be understood that the records schedules authorize and.
Part ii is the subject file classification system used for. The library of virginia presents virginia public records. Electronic records management guidelines 1 table of contents introduction describes the legal framework guiding the development of an electronic records management strategy, and the purpose of the guidelines. We recommend that you begin by reading the electronic records management strategy guidelines for a general introduction to key concepts. Electronic records management guidelines introduction section containing questions to spark discussion, and an annotated list of resources to use for more detailed research. Accordingly, the university has established the following records management policy and records management program and retention schedule to maintain. This manual implements the policy set forth in reference a and provides guidelines and procedures for the proper administration of an rm program in accordance with references b through n.
Additional policy and guidance addressing email and webportal records will be forthcoming in the records management manual and the records management handbook. Records management for storage, contact the records manager. Pdf records management manual jiiyann sambajon academia. December 19, 2014 purpose the purpose of this manual notice is to issue changes to chapters 1, 2, 4, 5, 7 and 10 of the records management manual. When an agency demonstrates proper public records organization, a management program where records are controlled, and. The manual should be used in conjunction with the series of records management publications issued by the government records service grs. Purpose of this manual t his manual is for the local church historian. The state records management act government code sections 1227012279 directs californias secretary of state to establish and administer a records management program that applies efficient and economical management methods to the creation, utilization, maintenance, retention, preservation, and disposal of state records. Records management manual 5 this manual provides records management rules. Applies to all municipalities that adopt the municipal records manual. Print a paper copy and file it in the corresponding folder within your command or activitys record management system store within a dod 5015. Implementation date for the new records management and documentation manual december 1, 2016. Serves as the dod senior agency official for records management saorm pursuant to reference e, ensuring compliance with references c and d.
A records series is a group of identical or related. Pickup and delivery service in the juneau area is also provided by the records center staff. Disposition of federal records, a records management handbook, second edition, national archives and records administration, office of records services washington, d. Once the electronic files have been captured in an approved epa records management system, they should be removed from nonepa messaging systems, unless there is a specific obligation such as a litigation hold to maintain the files on all systems on which they appear. An effective records management program requires a realistic appraisal of existing. The department of the navy don records management rm program establishes policies and procedures for life cycle management creation, maintenance, use, and disposition of don records. Records may be stored in the docushare document management system with applicable permissions applied to records. Records on current schedules will be destroyed when they should be, making the best use of physical and digital space both which. Records management procedures manual page 5 key definitions active records. Together they ensure that reliable evidence of actions and decisions is kept and remains available for reference and use when needed, and that the organisation benefits.
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