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Florid Mwesiga
Florid Mwesiga

Effective records management is essential for organizations to ensure consistency, protect rights, ensure accountability, and provide evidence. Poor records management can lead to issues like delayed filing, increased complaints, bulk storage of unnecessary records, and misfiling. It can also result in inability to access information, inconsistent decision making, loss of records, and increased costs. Proper records management is needed to use records as evidence, preserve historical information, ensure transparency and accountability, and aid in decision making and development planning. The roles of a records manager include overseeing records from creation to disposition, providing access, and ensuring legal and regulatory compliance.

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BUSINESS IMPACTS OF RECORDS MANAGEMENT 5/20/2018
Each organization needs effective records management to ensure consistency in decision making, protection of the organization and individual rights, accountability and evidence for any business activity as records is a core part for the succefulness of any organization. From the above facts, we need to understand the sign impact of poor records management and the impact of good records management. 5/20/2018
Who is a records manager? Records manager is a person responsible for the management of records in the organization from when records are created to the disposition. Roles of the Records Manager Responsible for the effective and appropriate management of an organizations records from creation to disposition. Provide access to the records by ensuring that security issues are maintained. E.g. confidentiality and access of records only to those who authorized. 5/20/2018
To ensure that legal obligations are met for the creation and retention of both paper and electronic records. Storing, arranging and classifying records. Ensuring compliance with relevant legislations and regulations. Protection of the holdings with appropriate equipment and suitable environment of the organizations records. 5/20/2018
The following are various indicators that there are records management problems in an organization as follows:- Delay in filling Records This a failure to the documents immediately at a specific time and when required hence can led to loss of the records or being accessed by unauthorized people and bad arrangement of paper on the working desks. 5/20/2018
Increase of customer complaints This is the situation whereby customers are complaining on the information they tend to receive as their records are not be traced easily when required. Bulk log of Records When the records are over duplicated appeared on time then even the useless records can still be retained and increase the amount of records in the records storage area, such as in Registry, Records centre as well as Repository. 5/20/2018
Misfiling of documents This is a failure to manage records properly lead to inappropriate allocation of papers or incoming mails, when records are kept on wrong files. Lack of ability to provide real information to the general public The public fail to get information on time or sometimes they may completely fail to get information when records are not properly controlled by the organization. 5/20/2018
Lack of Retention or Disposal Schedule This is the situation where organizations do not have a formal written guideline for the retention period of its records then it become impossible for those generated records to be appraised on the right time. Noncurrent records are kept unnecessarily on the storage location where active records are kept. This also led to difficult in retrieving and accessing current records especially when quick decision are needed as well as space storage. 5/20/2018
Poor performance. This is the situation of being difficult to monitor or assess organizational performance because there are no records as the bases to evaluate the past performance of the organization and identify the problems. Increase cost of the organization Without proper management of records, organizations can incur cost in money and time. 5/20/2018
Loss of trust to an organization. The public can not trust the organization because their records are not maintained well or due to poor performance. Difficult to protect Rights of the organization and individual. Breach of confidentiality or national security. Also confidential information will be accessed by unauthorized individuals as a result of poor records management practices. 5/20/2018
Inconsistency in decision making. Without proper management of records no any kind of decision will be done consistently and with a stable manner, always will be done in different way because there are no records to refer. Loss of confidence Records can hinder individual confidence, for instance the head of department can lack sound decisions to handle some matters as there is no proof on it. E.g. punish the subordinate because of disciplinary matters. 5/20/2018
Comprehensive records management guidelines. We need to have policies which will reflect the current situation and simple to implement. For instance, on the current needs like electronic record management which is associated by many challenges like lack of capturing authenticity of records in electronic format. 5/20/2018
Provision of Training Training must be done in order to increase skill and professionalism among people entrusted to keep and manage records they lack while records management skills. 5/20/2018
Financial support. As records management is a very crucial issue in organizations the management must insure in organization, the management must ensure that, enough funds is provided on the issues concerning records like staffing and general maintenance of records management facilities Motivation The most to put in consideration, in order to avoid bad perception of down grading of the records officers, these people must be more motivated as a means of upgrading them. 5/20/2018
Help in maintaining records that are used for evidence. We use records as evidence of the particular transaction or activities. For instance in legal proceedings those well managed records can be of great help. Help to preserve records for historical purpose. We get to know the history of the particular organization or activities trough records available. For instance, the origin of the organization can be traced back by using the records created during that organization creation period. 5/20/2018
In promoting transparency and accountability Through the use of records public officials become answerable on their actions taken when conducting a certain activity. Example during Audit. For various decisions making. For the consistent decision making, we need to have the complete record. For instance the decision concerning employees records on the work performance. 5/20/2018
For development planning. For the future plans development, we need to have records of the past performance as a starting point for future planning. In investigation /research purposes. Researchers and fact finders can use recorded information available as a source of data on certain matters. NOTE: The above analyzed importance of record can be achieved only through good management of records. 5/20/2018
Thank you for Listening End 5/20/2018

More Related Content

86a8c27c a440-46fa-8f8e-80c81ebea931-150105031822-conversion-gate01

  • 1. BUSINESS IMPACTS OF RECORDS MANAGEMENT 5/20/2018
  • 2. Each organization needs effective records management to ensure consistency in decision making, protection of the organization and individual rights, accountability and evidence for any business activity as records is a core part for the succefulness of any organization. From the above facts, we need to understand the sign impact of poor records management and the impact of good records management. 5/20/2018
  • 3. Who is a records manager? Records manager is a person responsible for the management of records in the organization from when records are created to the disposition. Roles of the Records Manager Responsible for the effective and appropriate management of an organizations records from creation to disposition. Provide access to the records by ensuring that security issues are maintained. E.g. confidentiality and access of records only to those who authorized. 5/20/2018
  • 4. To ensure that legal obligations are met for the creation and retention of both paper and electronic records. Storing, arranging and classifying records. Ensuring compliance with relevant legislations and regulations. Protection of the holdings with appropriate equipment and suitable environment of the organizations records. 5/20/2018
  • 5. The following are various indicators that there are records management problems in an organization as follows:- Delay in filling Records This a failure to the documents immediately at a specific time and when required hence can led to loss of the records or being accessed by unauthorized people and bad arrangement of paper on the working desks. 5/20/2018
  • 6. Increase of customer complaints This is the situation whereby customers are complaining on the information they tend to receive as their records are not be traced easily when required. Bulk log of Records When the records are over duplicated appeared on time then even the useless records can still be retained and increase the amount of records in the records storage area, such as in Registry, Records centre as well as Repository. 5/20/2018
  • 7. Misfiling of documents This is a failure to manage records properly lead to inappropriate allocation of papers or incoming mails, when records are kept on wrong files. Lack of ability to provide real information to the general public The public fail to get information on time or sometimes they may completely fail to get information when records are not properly controlled by the organization. 5/20/2018
  • 8. Lack of Retention or Disposal Schedule This is the situation where organizations do not have a formal written guideline for the retention period of its records then it become impossible for those generated records to be appraised on the right time. Noncurrent records are kept unnecessarily on the storage location where active records are kept. This also led to difficult in retrieving and accessing current records especially when quick decision are needed as well as space storage. 5/20/2018
  • 9. Poor performance. This is the situation of being difficult to monitor or assess organizational performance because there are no records as the bases to evaluate the past performance of the organization and identify the problems. Increase cost of the organization Without proper management of records, organizations can incur cost in money and time. 5/20/2018
  • 10. Loss of trust to an organization. The public can not trust the organization because their records are not maintained well or due to poor performance. Difficult to protect Rights of the organization and individual. Breach of confidentiality or national security. Also confidential information will be accessed by unauthorized individuals as a result of poor records management practices. 5/20/2018
  • 11. Inconsistency in decision making. Without proper management of records no any kind of decision will be done consistently and with a stable manner, always will be done in different way because there are no records to refer. Loss of confidence Records can hinder individual confidence, for instance the head of department can lack sound decisions to handle some matters as there is no proof on it. E.g. punish the subordinate because of disciplinary matters. 5/20/2018
  • 12. Comprehensive records management guidelines. We need to have policies which will reflect the current situation and simple to implement. For instance, on the current needs like electronic record management which is associated by many challenges like lack of capturing authenticity of records in electronic format. 5/20/2018
  • 13. Provision of Training Training must be done in order to increase skill and professionalism among people entrusted to keep and manage records they lack while records management skills. 5/20/2018
  • 14. Financial support. As records management is a very crucial issue in organizations the management must insure in organization, the management must ensure that, enough funds is provided on the issues concerning records like staffing and general maintenance of records management facilities Motivation The most to put in consideration, in order to avoid bad perception of down grading of the records officers, these people must be more motivated as a means of upgrading them. 5/20/2018
  • 15. Help in maintaining records that are used for evidence. We use records as evidence of the particular transaction or activities. For instance in legal proceedings those well managed records can be of great help. Help to preserve records for historical purpose. We get to know the history of the particular organization or activities trough records available. For instance, the origin of the organization can be traced back by using the records created during that organization creation period. 5/20/2018
  • 16. In promoting transparency and accountability Through the use of records public officials become answerable on their actions taken when conducting a certain activity. Example during Audit. For various decisions making. For the consistent decision making, we need to have the complete record. For instance the decision concerning employees records on the work performance. 5/20/2018
  • 17. For development planning. For the future plans development, we need to have records of the past performance as a starting point for future planning. In investigation /research purposes. Researchers and fact finders can use recorded information available as a source of data on certain matters. NOTE: The above analyzed importance of record can be achieved only through good management of records. 5/20/2018
  • 18. Thank you for Listening End 5/20/2018