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Welcome to the Session on

Record Management

Md. Arizul Islam KhanAssistant Director, NAEM

Definition of Record Management

RM, is the practice of maintaining the records of an organization from the

time they are created up to their eventual functions

Definition of Record Management …contd.

The retention period of a document is an aspect of records management. It represents the period of time a

document should be kept.

Record Management•

Definition of RecordsThe ISO defines records as "information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business".

The International Council on Archives (ICA) Committee on Electronic Records defines a record as "a recorded information produced or received in the initiation, conduct or completion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity."

Records Management is the storage preservation and retrieval of information in the shortest possible time. It is very important for the use of storing document.

May 3, 2023 5 Md. Arizul Islam Khan

The Bengal Records Manual,1943 It is applicable to the field offices of the

government. It has 340 rules in it. It has given ideas of procedural action on

preparation, preservation, classification and destruction of records.

It has mentioned the responsibilities of Record keepers It has given the ideas on maintaining record

room It has annexed some forms and formats of

government’s official functions


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Why Records Management is Necessary ?

• Ensures continuity and consistency in administration ;

• Easy traceable of documented official actions ;

• Protect information from inappropriate and unauthorized access;

• Ensure accountability of the office ;• Ensure Transparency of the office ;• Properly disposing of materials that are no

longer needed to conduct official business• Protect legal, financial, and other documents

of the Government.

May 3, 2023 Md. Arizul Islam Khan

Different kinds of Records Records relating to Budget, Implementation and Monitoring Records relating to Purchase Records relating to Human Resources Records relating to Accounts Records relating to Grants Records relating to Information Technology and Telecommunications Records relating to Safety and security of the office Records relating to Transport and logistics Records relating to Personnel ManagementRecords relating to Office managementRecords relating to Financial management


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How can Records be Managed?

• By registering records • By classifying records on the basis of security point

of view.• By classifying records on the basis of preservation

time point of view • By classifying records on the basis of priority point

of view • Preservation as the evidence of the office

May 3, 2023 Md. Arizul Islam Khan

What are the Records ?

All Kinds of dead files, Govt & non-govt letters, notices, formal, informal & nonformal letters whice are important for the future.

Structure of Digital File Number and Analysis of Codes

File Number : 00.00.0000.000.00.000.00

1st two digits – Name of Ministry (Given by M/o Public Administration) (SI page 108). 2nd two digits –Department ( Given by concerned Ministry). 3rd Four digits --Geographic Code (Given for the District (2) and Upazila (2) office) 4th three digits --Sections code (Given by office concerned). 5th two digits --Subject code (Given by officer concerned) 6th three digits --Serial number of file (as per file Opening Register). 7th Two digits -- Year of file opening (as per file opening Register).Reference : Secretariat Instruction,2008 Instruction number 41(7)


Preservation of Records

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Electronic Records (contd . . )

An electronic record is any record that, in the ordinary course of business, is used and set aside or stored in digita

Any information that is recorded in a form that only a computer can process.

E-mail is a record. A complete e-mail record will include transmission data and distribution list (when it was sent, who sent it, and to whom)


What are Electronic Records?

An electronic record is any record that, in the ordinary course of business, is used and set aside or stored in digital form regardless of whether it was made or received in such form. Records includes any document, device, or item, regardless of physical form or characteristic, created or received by or coming under the jurisdiction of any public office which serves to document the, functions, policies, decisions, procedures, operations, or other activities of the office.

Managing Electronic Records

An Electronic Record Management is a computer program that is used to track and store records.

Digital records (almost always referred to as electronic records) and its content, context and structure to be preserved and protected with a physical existence.

Software can be used to create the records obsolete, leaving the records unreadable.


Managing Electronic Records (contd . . .)

A digital archive has to be established to enable the general public to access in permanent

records.

Office wishing to convert their paper records into scanned copies can do so with care.

Alphabetic Records Preservation

A method of storing and arranging records according to the letters of the alphabet

C. C.V. files

B Bata Shoe Tax file B

A Aman Rice Procurement

A . Alam Enterprise A


Digital Preservation

Kinds of Records

1. Permanent Records(Should Preserve for ever)

2. Semi-Permanent Records(Should Preserve for 10 Years)

3. General Records(Should Preserve for 5 Years)

4. Routine Records (Should Preserve for 3 Years)

Maintain a Record Room

Difference Between Records and Documents

1. Record Section Administrative

2. Documentation Section - Academic

Challenges of e-Records

• Unlike paper records, digital records do not survive by accident

• Electronic records are:– hardware & software dependent– recorded on impermanent media

• Preservation is more difficult– temperatures, weather, hardware & software

changes and obsolescence


Why Destroy the Records ?

1. Burn the Confidential Records2. Sell the Normal Records

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