RECORDS MANAGEMENT

Rationale. Everything you keep costs you time. Storing papers requires filing time, maintenance time, and retrieval time. Important items get lost in the clutter. You may look at a worthless place of paper dozens of times while searching for something else. So your goal is to set up for filing system with the emphasis on retrieving information easily, rather than on simply storing paper. That way, you'll increase effectiveness and eliminate stress. In order to maintain a sound records management program, record officers and personnel should be thoroughly trained to achieve an efficient and effective records management activities in the office. It is in this context that this seminar/workshop is being conducted.

Aware of the vital role the records personnel play, this training is designed to upgrade their capabilities by providing them with proper work attitudes, necessary skills and information on correct records management in the office.

Objectives. At the end of the course, the participants shall be able to:
· Understand the importance and proper handling of records;
· Organize and retrieve records efficiently and systematically;
· Devise a file guide; and
· Develop awareness on the importance of IT in records keeping.

Methodology. This three-day seminar will make use of lecture-discussion, practical exercises, and group presentations.

Who should attend. Anyone involved in record keeping, custodians, clerks, secretaries, record officers or anybody interested to learn the techniques in records management.

Admission Requirement. With exposure in handling records

Outline
I. Overview of Records Management
· Concept of Records Management
· Definition of Records Management Programs
· Areas of Records Management
· Guide Questions in Handling Records
· Life Cycle of Records

II. Phases of Records Management
A. Records Creation
    · Definition of Records
    · What Are the Different Records Created

III. Records Maintenance and Use
A. Mail Management
  · Definition of Mails
  · Scope of Managing Mails
  · Handling of Incoming Mails
  · Handling of Outgoing Mails

IV. Files Management
· Definition of Files
· Importance of Files
· File Classification
· Filing System
· Creation of File Guide
· Filing Aids/Tools
· Rules in Alphabetic Indexing
· Filing Cycle
· Finding Cycle
· Rules on the Use of Filing
· Do's and Don'ts in Filing

V. Records Retention and Disposition
· Inventory of Records
· Setting-up of Retention Period
· Preparation of Records Disposition Schedule
· Disposition of Records
    - for valueless records
    - for permanent records

VI. Security and Access of Records

VII. Records Handling Information System
· Document Tracking System

Duration: 24 hours