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Questions IHRM

Records are documented information created or received by an organization or individual in the course of business, which serve as evidence of activities and decisions. The document discusses the differences between documents and records, types of records, characteristics/qualities of records, attributes of records, and the difference between records and archives. It also defines what records management is.

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23 views

Questions IHRM

Records are documented information created or received by an organization or individual in the course of business, which serve as evidence of activities and decisions. The document discusses the differences between documents and records, types of records, characteristics/qualities of records, attributes of records, and the difference between records and archives. It also defines what records management is.

Uploaded by

Steven Bosha
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
Available Formats
Download as DOCX, PDF, TXT or read online on Scribd
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1.

What do you understand by the term ‘ records ’

RECORDS
Records are documented information created or received by an organization or individual in the
course of business, which serve as evidence of activities and decisions.

2. Difference between documents and records in recording management in list form.

DIFFERENCE BETWEEN RECORDS AND DOCUMENTS

DOCUMENTS:

 Usually refer to any written or electronic information, including drafts, reports, manuals,
etc.

 Can be modified, updated, or revised over time.

 Often used for creating, communicating, and storing information.

 May not hold legal or evidential value.

RECORDS:

 Represent finalized and approved documents or pieces of information.

 Typically unalterable and serve as evidence of past events or transactions.

 Have legal, regulatory, or operational significance.

 Often managed according to specific retention and disposal policies.

 These distinctions help in understanding the roles and management practices associated
with both documents and records in recording management systems.
3. Types of records

In records management, there are several types of records:

 ADMINISTRATIVE RECORDS: These include documents related to the day-to-day


operations of an organization, such as memos, emails, and meeting minutes.

 FINANCIAL RECORDS: This category encompasses documents related to financial


transactions, such as invoices, receipts, and financial statements.

 LEGAL RECORDS: Legal records consist of documents related to legal matters, such
as contracts, patents, trademarks, and court documents.

 PERSONNEL RECORDS: These records pertain to employees and include documents


such as resumes, employment contracts, performance evaluations, and payroll
information.

 OPERATIONAL RECORDS: Operational records are documents that support the


ongoing activities of an organization, such as project plans, inventory lists, and
production reports.

 HISTORICAL RECORDS: Historical records are documents with long-term value for
research or historical purposes, such as archival materials, old photos, and manuscripts.

4. What are the characteristics/ qualities of records

CHACTERISTICS / QUALITIES OF RECORD

Records in recording management typically possess several key characteristics or qualities:

 ACCURACY: Records should accurately reflect the information they are intended to
document. This ensures reliability and trustworthiness.

 COMPLETENESS: Records should contain all relevant information necessary to fulfill


their purpose and provide a comprehensive view of the subject matter.

 RELEVANCE: Records should be pertinent to the activities, transactions, or decisions


they document, ensuring their usefulness for current and future needs.

 TIMELINESS: Records should be created, captured, and maintained in a timely manner,


reflecting events as they occur to support operational requirements and compliance
obligations.
 CONSISTENCY: Records should adhere to established standards, formats, and
conventions to facilitate understanding, retrieval, and comparison across different records
and time periods.

 ACCESSIBILITY: Records should be easily accessible to authorized users when


needed, whether in physical or digital formats, to support decision-making,
accountability, and transparency.

 SECURITY: Records should be protected against unauthorized access, alteration, or


destruction to preserve their integrity, confidentiality, and availability throughout their
lifecycle.

 RETENTION: Records should be retained for an appropriate period based on legal,


regulatory, operational, and historical requirements, balancing the need for information
access with the cost and risk of retention.

 DISPOSITION: Records should be disposed of securely and in accordance with


approved retention schedules once they are no longer required, reducing clutter and
minimizing legal and compliance risks.

 AUDITABILITY: Records should be subject to audit trails and controls to track their
creation, modification, access, and disposition, supporting accountability, compliance,
and governance requirements.

5. Attributes of records

Attributes of records in recording management typically include:

 TITLE: Descriptive name of the record.

 CREATOR: Individual or entity responsible for creating the record.

 DATE: Date when the record was created or received.

 DESCRIPTION: Brief summary or overview of the content.

 KEYWORDS/TAGS: Relevant terms used for easy search and retrieval.

 LOCATION: Physical or digital location where the record is stored.

 FORMAT: The medium or file type of the record (e.g., paper, electronic).

 ACCESS RESTRICTIONS: Any limitations on who can view or use the record.
 RETENTION PERIOD: How long the record should be kept based on legal or
operational requirements.

 DISPOSITION: Decision regarding what should happen to the record at the end of its
lifecycle (e.g., retention, deletion, transfer to archives).

6. Difference between records and archives

Certainly! Here’s a concise list differentiating records from archives in records management:

RECORDS:

 Active documents used in current business operations.

 Typically have short to medium-term retention periods.

 Managed for their informational, legal, and operational value.

 Subject to frequent updates and revisions.

 Often stored electronically or in physical filing systems for quick access.

ARCHIVES:

 Inactive documents that have completed their primary business use.

 Retained for their historical, research, or cultural significance.

 Typically have long-term or permanent retention periods.

 Generally preserved in controlled environments to ensure their long-term preservation.

 Access to archives is often restricted and requires specialized handling and preservation
techniques.

7. What is records management?

RECORDS MANAGEMENT

Records management is the systematic control of an organization’s records, from their creation
to their disposal, to ensure they are accurate, accessible, and secure throughout their lifecycle.

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