- Discuss areas of record management that can be automated
Classification and listing of files -It assists in an organization creating an automated file classification scheme by setting up central servers to create a central electronic filing system that can be used and shared among network users.
Preparation of file labels-Automated print and apply systems helps speed up the printing of labels using label automation to generate, implement, and verify that right labels and documentation are applied.
Identification of records that are due for transfer to the Archives or disposal-automation of record management system enables identification of disposal and archival record centers.
Location and tracking file movements- Automatic file transfer software allows users to access and help manage the most current documents and data that the operations are handling.
Information about authorized users of records-Automation helps in accesses authorized users to protect data from the destruction of documents hence guarantee that all of the data from files is kept secret and confidential.
- Procurement Record management is a waste of organizational resources, support or
contrasts this statement concerning procurement record management perspective
The sound procurement record management system demonstrates legal and regulatory compliance. This assures accountability and acts as evidence in the time of disputes hence procurement record management is not a waste of organizational resource.
Proper procurement record management benefits organizations in risk reduction. Records management systems mitigate risk from threats such as loss, destruction, misplacement, document removal and malicious alterations hence not a waste of organizations resources.
Implementation of sound procurement record management has improved business efficiency – Procurement record management organizations save on time by facilitates fast access and retrieval of information which enhances organizations efficiency hence not a waste of organizations resources.
It has enhanced reliability in the records creation- Procurement record management is not a waste of organizational resource since once procurement records are managed properly organizations are confident that the transactions and activities captured on record are trusted as full and accurate representation of transactions .
Implementation of sound procurement record management reduces storage cost-Procurement record management organizations save on storage cost by use of record management software that monitors the retention and disposal policy for documents therefore not a waste of organizations resources.
3.Describe objectives of a file classification of records
To facilitate logical arrangement and organization of files-The file classification scheme should be easy to understand, use and maintain.
To facilitate access and retrieval to records-The file classification scheme should facilitate speedy identification and retrieval of files.
To facilitate procedural opening of files-It should be comprehensively documented with easy to follow procedural manual.
To ensure documents and letters are put in the right files-This enables easy trucking of documents once needed which saves on time.
- Explain any FIVE recent trends in records management
The use of cloud and social platforms–Cloud providers are increasingly supporting content segregation, security, privacy, and data sovereignty requirements to attract regulated industries. They offer service-level agreements designed to reduce risks of loss of documents.
Digital archiving –Due to the growing capabilities and technology used in digital storage. It offers disaster recovery protocols ensuring businesses do not lose valuable data hence ensure business continuity.
The Benefits of Open Source and Open Standards-These standards also help keep file formats from going out-of-date and minimizes costs associated with file storage.
Digital Auto-Categorization–The efficiency of auto-categorization programs that run in the cloud can potentially saves a lot on storage, by gaining the ability to easily sift through data and retire redundant files.
Automatic indexing– Automatic indexing is an intelligent indexing technology that makes it easy to store and archive documents as they have been captured.
- Outline FIVE specific responsibility of a records management unit
To take necessary steps for the storage and security of records.
To provide leadership and guidance in the appraisal of records.
To provide guidance in the establishment and management of departmental records management units or records offices
To train records staff-provide training to staff who require access or have responsibility for maintaining records.
To set and monitor records management standards and procedures.