IMR 451

1. CHAPTER 3 IMR 451 Developing an Integrated Records Management Programme

2. Topics of discussion • the relationship between records, archives and information management. • the goals and objectives of an ‘ideal’ integrated records management programme (IRMP) • key stages in developing IRMP

3. Records, Archives and Information Management The Hierarchy of Information Management

4. What is Information Management? • Information management: The planning, control and exploitation of the information resources of an organisation in support of it business. Also known as information resources management.

5. What is Records Management • Records management: That area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of the records of an organisation throughout their entire life cycle and in making the information they contain available in support of the business of that organisation.

6. What Is Archives Management? • Archives management: The area of management concerned with the maintenance and use of archives.

7. Integrated Records Management • The primary purposes of an integrated records management service is • to preserve records and archives in an accessible, intelligible and usable form for as long as they have continuing utility or value • to make information from records and archives available in the right format, to the right people, at the right time.

8. Goals of IRMP • the creation and maintenance of authoritative and reliable records in an accessible, intelligible and usable form for as long as they are required to support the business and accountability requirements of the organisation • efficiency and economy in the management of records through eliminating duplication of effort, creating and maintaining only those records that are needed, systematising retention and disposal, and so on • improved access to records and archives, enhancing sound decision making, the effective delivery of government programmes and services, accountability and transparency of government and the protection of citizens’ rights

9. cont • the secure destruction of obsolete records • the identification of archives of enduring historical and cultural value • the transfer of such archives to an archival institution • the preservation of those archives • the arrangement of archives in accordance with archival principles so as to preserve their contextual information • the description of archives so as to disclose their content to users.

10. To achieve those goals it is necessary to • enact and implement comprehensive legislation to regulate the life-cycle management of records and archives, irrespective of medium and format, designating a single authority to oversee the process and assigning other authorities clear responsibility for their respective actions at each of its stages • develop policies, procedures, systems and structures to ensure the maintenance of the integrated records and archives management programme

11. prepare long-term strategic plans to determine priorities within the programme • provide adequate resources, including staff, buildings, equipment and funding, to ensure the implementation of those strategic plans and the sustainability of the programme • monitor and evaluate the programme to assess its efficiency and effectiveness (‘value for money’) and to make any necessary structural readjustments.

12. Priorities • establishing records and archives management systems that offer a continuum of care through the records’ life cycle • facilitating the automation of records and archives management systems

13. CONT… • extending integrated records and archives management systems to regional and local administrations, • especially in the context of regionalisation and other decentralisation initiatives and where government programmes are delivered by a partnership of national, regional and local government

14. CONT.. • introducing effective systems for the life-cycle management of electronic records and archives • safeguarding and providing access to the archival heritage of the nation and contribute thereby to safeguarding the documentary memory of the nation and, thereby, the world.

15. Benefits • the development of co-ordinated information management programmes • the elimination of duplication of services • improved accessibility to and use of information and records • reduced expenses for records management services • the ultimate preservation of records of historical and research value through a planned records management process.

16. Drawbacks • There are also some dangers to an IRM programme, particularly if it is not implemented fully. These include • the mishandling of information because the appropriate tools and techniques are not applied (for example, using library methods to manage records, or records management practices to manage computer programmes)

17. CONT.. • reductions in resources if funders see extra staff or facilities as duplication rather than as separate activities • (for example, while staff in records centres and archival repositories may form part of the same management structure, they are distinct professionals offering different services and need to be seen as such)

18. IRMP IRMP A. Key stages in the development of an IRM program & B. Structuring the existing system.

19. Key Stages in the Development of an IRM Programme restructuring existing systems 2. organising and controlling records 3. providing physical protection for records Key Stages in the Development of an IRM Programme 4. managing records in records centres 5. managing archives 6. supporting and sustaining the IRM programme

20. B. Structuring the existing system Reviewing existing records services Reviewing and revising records legislation Reviewing and revising national policies Developing a strategic plan

21. End..tq..any question