Managing Records

Geoffrey Yeo is an Archives and Records Management specialist at the Department of Information Studies, University College London. Dr Elizabeth Shepherd qualified as an archivist and worked in archives and records management in local government before becoming a records management specialist at TFPL Ltd. In 1992 she was appointed in the Department of Information Studies at University College London (UCL), to update and revise the MA in Archives and Records Management of which she was programme director until 2002. In 2003 she was appointed a senior lecturer, in 2007 Reader, and Professor of Archives and Records Management in 2011. She teaches concepts and contexts and the recordkeeping professional and co-ordinates the research skills module for doctoral students in DIS.

"Exactly as the title implies, this is an incredibly detailed volume about the practice of managing records within an organisation."

• IntroductionWhy keep records?Why is good records management important?How can this book help? 1. Understanding records managementDefining key terms in records managementThe life of the recordRecords as evidence and as a source of informationRecords, documents and dataRecords management and related disciplinesManaging paper and electronic records: the hybrid environmentRecords management programmes, systems and standardsManaging the life of the record2. Analysing the context for records management Using analytical techniquesThe organization and its environmentUnderstanding organizational cultures and structuresUnderstanding organizational systems, functions and activitiesAnalysing and modelling systemsElementary and aggregated recordsSurveying records and records management systemsFrom analysis to implementation 3. Classifying records and documenting their contextUnderstanding the context of recordsDesigning a classification schemeOrganizing and classifying records in paper-based systemsThe architecture of a paper records systemMetadata for paper recordsClassifying electronic recordsClassifying records in hybrid systems 4. Creating and capturing records Principles of records creation and captureCreating records Capturing records into a records management systemEnsuring that records are captured systematicallyCapturing records of routine processesCapturing records of creative processesCapturing information products in a records management systemCapturing data records and datasetsCapturing dynamic digital objectsRegistering recordsAssigning unique identifiersAssigning metadata 5. Managing appraisal, retention and dispositionThe need for retention controlsThe development of appraisal: theory and practiceAppraisal strategy: a framework for decision makingAppraisal criteriaDocumenting and applying retention decisionsReviewing retention decisions after the creation of recordsRetention of 'legacy' recordsDispositionQuality control and documentation 6. Maintaining records and assuring their integrity Storage systems for paper recordsEstablishing and managing a records centreOptions for electronic recordsManaging archivesSelecting and using storage media and equipmentStorage location controlConversion to an alternative mediumPreserving electronic records over timeProtecting records against loss, misplacement or alterationThreats and hazards: risk assessment and reductionBusiness continuity planning7. Providing access Meeting the needs of usersApproaches to retrievalConfidentiality and rights of accessManaging external access to records Archival services 8. Implementing records management: practical and managerial issues Getting startedDeveloping records management programmes and systemsMaintaining the impetusRecording records management Conclusion Appendix A: Bibliography and sources of further information Records management websitesGeneral works in printJournalsSelected further readings on specific topics Appendix B: Select list of national and international standards Appendix C: Professional organizations for records managers in English-speaking countries