Records Management

DR. O.A. THOMAS

 Meaning of Official Records
▪Records are account of previous activities put down in writing and kept
for information and evidence or for future use.
▪ It as aspect of official documentation or account written and preserved.
▪Records are documentations of different types of information and facts
about facilities, people or activities such as organisation or business
transactions. However records are documented on paper and electronic
devices.
▪Records serve as information or data bank from which facts can be
extracted to guide activities in the organisation.
▪It allows for description of scenarios or events, deduction of facts based
on establishment of relationship or differences on relevant events.
 Meaning of Official Records Cntd.
Records are defined in terms of physical formats in which they appear, or
along with the information they contain and their format, content and size
often differentiate them.
Records are described based on their usage as:
• They are used continuously almost on a daily basis to
Active enhance effectiveness and increase productivity.
Records • For example, attendance registers in a school

• They are also in use but not as frequently as the active

Semi-Active records
Records • For example, student progress report

• They are documents that are seldom referred to or

Inactive accessed
Records • For example, the National Policy on Education
 Records Management
Records management refers to activities designed to control the life cycle
of a record from its creation to its ultimate disposition.
It is the systematic creation, storage, retrieval, use and disposal of
records.
Records management Process: It depicts the cycle of keeping records as
represented in the following stages:

Record Record Record Record Record Record

creation storage retrieval utilisation archiving disposition
stage stage stage stage stage stage
 Records Management Process
▪ Record creation stage: this is the starting point and it involves
the design and control of office form or other electronic
templates used to collect data or information that are stored or
used. Accuracy and completeness are important at this stage. For
example, collating the records of new students.
▪ Record storage stage: this is the stage where records are
properly kept. Adequate and appropriate classification as well as
filing id needed at this stage.
▪ Record retrieval stage: Records are kept for future use, this
stage makes record available for use. Proper documentation and
filing procedure always aid the process at this stage.
 Records Management Process Cntd.
▪ Record utilisation stage: Records retrieved are meant to be used
for a purpose. However, this stage can lead to creation of more
information or data that can be stored.
▪ Record archiving stage: this stage involves the process of
securing inactive records that are seldom referred to or accessed.
The fact that documents not in use now does not make them
useless to be disposed. This is the essence of archiving.
▪ Record disposition stage: this stage is concerned with disposal
of obsolete and unnecessary records. Disposition should be done
after sorting of documents to ascertain valuable documents and
less important documents.
 Essentials of Records Management System
Records management require some essential qualities such as:
▪ Simplicity
▪ Accuracy
▪ Usefulness
▪ Availability
▪Factual
▪ Safety
▪ Cost effective
▪ Elasticity
 Importance of Office Records
Generally records serve a number of functions which include the
following:
▪ Information Bank
▪ Planning and policy making
▪ Comparison
▪ Accountability
▪ Operational performance
▪ Legal requirements
▪ Reduction in wastages and cost
 Types of Records
Records as written documents can be classified into:
Personnel records: records of human resources within the organisation
Accounting records: transactions records such as purchase order, sales invoice,
bills, vouchers, imprest account etc.
Correspondence records: written documents used in the office such as letters,
circulars, memorandum, notices, minutes of a meeting etc.
Legal records: these are records such as contracts of various kinds, ventures,
agreements of different nature,
Progress records: they state the progress of the business or school in terms of
achievements on different activities and events. E.g. Annual report
Miscellaneous records: these include other business records
 Types of School Records
Type of School Records: it is worth noting that schools have peculiar
records that are kept for smooth operations. These are classified into two,
statutory and non-statutory records:
Statutory records: they are mandatory or compulsory under law to be
kept by all schools. some of these records include, admission, progress and
withdrawal registers, daily attendance registers, time-table, syllabus,
scheme of work, examination record and National Policy on Education etc
Non-Statutory records: these are not mandatory to be kept but they are
also important in the scheme of operations. They do not have direct
bearing on students but serves as additional information to the school.
Some of these records are inventory book, movement book, minutes
book, staff records, health records, announcement book, etc.
 Methods of Records Management
There are two methods of records management namely:
▪ Manual Records Management
▪ Electronic or Automated Records Management

Manual Records Management: manual method of record keeping

is used to a certain extent in every organisation. It involves the
process of creating, organising, controlling and maintaining
records by hand or other manual devices. It is mostly paper-
based and refers to as the traditional paper record management
systems. It is done through filing and indexing. The files are kept
in drawers of cabinets or open shelves.
 Methods of Records Management Cntd.
Advantages of Manual Records Management: the following are the
advantages of manual records management:
▪ It is simple, flexible and easy to operate for staff
▪ It serves as backup for electronic records
▪ It reduces the risk of loss of information
▪ It is less expensive to set up
▪ Errors can be easily corrected
▪ It prevents authorised persons from having access to essential school records
▪ It helps to avoid duplication of similar records
▪ It is easily accessible
 Methods of Records Management Cntd.
Disadvantages of Manual Records Management: the following are the
disadvantages of manual records management:
▪ It is prone to error during verification and validation or data entry
▪ It could lead to potential loss of physical copies of document due to lack
of backups
▪ It is time consuming
▪ Security could be jeopardise when unauthorised persons gain access to
the file.
 Methods of Records Management Cntd.
Electronic or Automated Records Management: it is
the digitalised way of managing records. It involves
the use of digital or automated devices and
applications to manage records. Examples of these
devices are websites, drop box, database, e-mails,
physical devices such as tapes, disks etc.
 Methods of Records Management Cntd.
Advantages of Electronic Records Management: the following
are the advantages of electronic records management:
▪Increased accessibility
▪Storage of data is easier
▪It saves time
▪Reduces data security risk
▪Improved efficiency and effectiveness among staff
▪More available and organised office space
 Methods of Records Management Cntd.
Disadvantages of Electronic Records Management: the following
are the disadvantages of electronic records management:
▪ Highly dependent of technological devices that keep changing
with time
▪ It increase operational cost, cost of hardware and software
▪It increases the risk for data breaches and security hacks.
▪ Potential loss of data and privacy
▪Technical hitches can jeopardise the record system
 Problems of Records Management
Records management are not effectively done due to some factors such
as:
▪ Inadequate security: security of records is grossly inadequate.
▪ Inadequate training of personnel: inadequate knowledge as to the reason
for keeping records.
▪ Inadequate storage facilities: there are inadequate, space storage facilities
e.g. shelves, cupboards, cabinet etc
▪ Inadequate and irregular supervision: some supervisors or managers do
not discharge their duties with sense of responsibility.
▪ Poor data processing system: there is still heavy reliance on manual
method using paper rather than the computerised method for storing vital
information
 Strategies for Improving Records Management
The following are strategies that can be adopted for effective
records management:
▪Improvement in security
▪Training and awareness creation
▪Provision of facilities
▪Adequate supervision
▪Improvement in methods of keeping records
Questions, Observations, Contributions