Difference between revisions of "Records management"
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==Definition== | ==Definition== | ||
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== Description== | == Description== | ||
| − | + | A means of helping an organization to make sure it is creating and maintaining an adequate documentary record of its functions, policies, decisions, procedures, and essential transactions, whether in paper, film, electronic record, or some other medium. Records management thus helps the organization to decide which records to keep and which to destroy and how best to organize them all. | |
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| − | A means of helping an organization to make sure it is creating and maintaining an adequate documentary | + | |
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| − | '''Source: ''' [[Planning and Execution of Knowledge Management Assist Missions for Nuclear Organizations]] | + | |
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==Description== | ==Description== | ||
[[Information]] is [[Storage|stored]] in a variety of recorded forms — technical reports, research results, photographs, databases, material samples, waste package descriptions. A record should comprise three elements, as follows: | [[Information]] is [[Storage|stored]] in a variety of recorded forms — technical reports, research results, photographs, databases, material samples, waste package descriptions. A record should comprise three elements, as follows: | ||
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The technical content must be of the appropriate quality and relevance for the purpose of informing a defined audience. The [[Metadata|metadata]] is the data about the record and comprises two important parts: data about the record itself (when it was created, who created it, keywords to aid record finding, etc.) and data about the technical information (its context, relevance to the topic, period of relevance, etc.). The recording medium should be carefully selected and appropriate for the purpose. The principal media in use today are paper, digital media (computer servers, DVDs, solid state ‘memory’ cards, etc.) and (to a lesser extent) photographic film. Some other more exotic media are in use, such as laser-etched silica carbide tiles. | The technical content must be of the appropriate quality and relevance for the purpose of informing a defined audience. The [[Metadata|metadata]] is the data about the record and comprises two important parts: data about the record itself (when it was created, who created it, keywords to aid record finding, etc.) and data about the technical information (its context, relevance to the topic, period of relevance, etc.). The recording medium should be carefully selected and appropriate for the purpose. The principal media in use today are paper, digital media (computer servers, DVDs, solid state ‘memory’ cards, etc.) and (to a lesser extent) photographic film. Some other more exotic media are in use, such as laser-etched silica carbide tiles. | ||
| − | Some radioactive waste records will have to be retained for a very long time. The [[KM system|knowledge management system]] must incorporate procedures and tools for maintaining these records in a useable form. The very long [[ | + | Some radioactive waste records will have to be retained for a very long time. The [[KM system|knowledge management system]] must incorporate procedures and tools for maintaining these records in a useable form. The very long [[Timescale|timescales]] involved in managing [[Radioactive waste|radioactive waste]] will present a challenge for the preservation of record access — particularly for digitally (computer)-stored records. It is impossible to predict the preferred form of records in several decades time, so the emphasis must be on what can be controlled today. This means thinking about how a specific set of technical information is to be found and accessed today and ensuring those records that need to be passed on to the next generation of radioactive waste management workers are in a suitable form. Accessibility, in this sense, requires the ability to: |
* recover the recorded data from the medium; | * recover the recorded data from the medium; | ||
* convert the recorded data into a readable form; | * convert the recorded data into a readable form; | ||
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'''Source:''' [[Guide on nuclear knowledge management ]] | '''Source:''' [[Guide on nuclear knowledge management ]] | ||
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==References== | ==References== | ||
| − | [ | + | [1] INTERNATIONAL ORGANIZATION FOR STANDARDIZATION, Information and documentation — Records management |
— Part 1: General, ISO 15489–1:2001(E), ISO, Geneva (2001). | — Part 1: General, ISO 15489–1:2001(E), ISO, Geneva (2001). | ||
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[[Content management]] | [[Content management]] | ||
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Latest revision as of 09:48, 21 December 2015
Definition
The field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including the processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records (ISO 15489-1: 2001 Standard)[1]
Description
A means of helping an organization to make sure it is creating and maintaining an adequate documentary record of its functions, policies, decisions, procedures, and essential transactions, whether in paper, film, electronic record, or some other medium. Records management thus helps the organization to decide which records to keep and which to destroy and how best to organize them all.
References
[1] INTERNATIONAL ORGANIZATION FOR STANDARDIZATION, Information and documentation — Records management — Part 1: General, ISO 15489–1:2001(E), ISO, Geneva (2001).
