Trends in Contemporary Record Management

Trends in Contemporary Record Management

Sherif Kunle Yusuf, Olayinka Mary Adekoya
DOI: 10.4018/978-1-7998-7740-0.ch021
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This chapter examines the record management and its contemporary trends. It discusses the concept of record not only as evidence but also a proof of important transactions carried out in an organization. Records ensure effective and efficient updates to organizations if properly managed, organized, and monitored. However, most records in organizations, especially libraries, lack monitoring and enforcement, inappropriate vintage and governance. It is against this background that record managers should create a system of organizing records storage where essential records can be reduced to microform in order to conserve, space, and speed-up preservation and retrieval of information.
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What Is A Record?

Any document created, received and maintained can be called record (Solis, 2020). For instance, in libraries, meeting minutes, invoices, registers, maps, photograph, conference proceedings, inventories of resources could be regarded as records. It should be noted that not all documents are records but subset document that organization/ libraries require to preserve as evidence are known as record. Some records are transitory/transient, that is, they are administrative, fiscal or legal values and are short lived. A transitory record encompasses voice-mail, routing slips, documents designated as superseded or as –updated, memoranda (paper-based or email), preliminary drafts (when superseded). Record and information manager decides what is a record and a non-record. A non- record is a document that is more expensive to keep than discard. The non-record does not serve the preserved organizational policies, functions, operations, decision, procedure, and routine that have occurred. Non-records are not confined to catalogs, listserv, materials, Central Ohio Technical College (non-COTC) publications personal correspondence, other library material, books, journals, faculty paper. Non records do not require retention like the transient/transitory record. The transient/transitory records are normally kept in a file or sub-file whether analog or digital which is assigned for a periodical review (John and Christine 2021) Processes, people and technology encompasses record management.

Finnel (2011) defines records as statements of facts, data element, evidence as well as institutional activities. Record is referred to transaction activities such as financial statement, personnel files, business correspondence, contract negotiation which serve as proof in the organization (Association of Records Managers and Administration [ARMA], 2020). Record can be defined as a document which organization utilizes in showing all evidences or proof of vital transaction done. Such documents help to regulate and monitor activities and business decision. Texas A&M system (2021) describes records as documented photographic, machine-readable, or other recorded information created or received by or on behalf of the university that documents the activities of the organization. Books, film, tape, microfiche, microfilms, letters, documents, printouts, photographs, maps, Photostats, a voice, data, or video representation held in computer central processing unit are seen as records. In the same vein, records encompass items like financial transactions, database and tables, websites, metadata associated with records, electronic messages, including email and voicemail, personnel and employment documentation, general correspondence and administrative records, significant working papers, drafts and version and student and class documentation etc. Records serve as any document item or devices that preserve organization policies, function, decision, procedures, operation as well as routine data.

Key Terms in this Chapter

Trends: Style which record management is undergoing at moment.

Record Management: Is the set of activities of managing, controlling, and preservation of active records in organization.

Archive: Is location where old records are preserved and can be retrieved in the future when the need arises.

Electronic Record: Is electronic versions of record such as emails, websites, word/excel documents, digital purchase receipts, databases, text messages, social media, posting, and information stored on share print sites.

Records: Are information which serves as reference in organization.

Information: Anything that add to existing knowledge. It can be positive/negative, conscious or unconscious.

Record Manager: Is a professional custodian of information as well as performs the function of management.

Life cycle: Is the set of procedure that records go through from birth to death.

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