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Managing Records


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Table of Contents


  • Why keep records?
  • Why is good records management important?
  • How can this book help?
1. Understanding records management
  • Defining key terms in records management
  • The life of the record
  • Records as evidence and as a source of information
  • Records, documents and data
  • Records management and related disciplines
  • Managing paper and electronic records: the hybrid environment
  • Records management programmes, systems and standards
  • Managing the life of the record
2. Analysing the context for records management
  • Using analytical techniques
  • The organization and its environment
  • Understanding organizational cultures and structures
  • Understanding organizational systems, functions and activities
  • Analysing and modelling systems
  • Elementary and aggregated records
  • Surveying records and records management systems
  • From analysis to implementation
3. Classifying records and documenting their context
  • Understanding the context of records
  • Designing a classification scheme
  • Organizing and classifying records in paper-based systems
  • The architecture of a paper records system
  • Metadata for paper records
  • Classifying electronic records
  • Classifying records in hybrid systems
4. Creating and capturing records
  • Principles of records creation and capture
  • Creating records
  • Capturing records into a records management system
  • Ensuring that records are captured systematically
  • Capturing records of routine processes
  • Capturing records of creative processes
  • Capturing information products in a records management system
  • Capturing data records and datasets
  • Capturing dynamic digital objects
  • Registering records
  • Assigning unique identifiers
  • Assigning metadata
5. Managing appraisal, retention and disposition
  • The need for retention controls
  • The development of appraisal: theory and practice
  • Appraisal strategy: a framework for decision making
  • Appraisal criteria
  • Documenting and applying retention decisions
  • Reviewing retention decisions after the creation of records
  • Retention of 'legacy' records
  • Disposition
  • Quality control and documentation
6. Maintaining records and assuring their integrity
  • Storage systems for paper records
  • Establishing and managing a records centre
  • Options for electronic records
  • Managing archives
  • Selecting and using storage media and equipment
  • Storage location control
  • Conversion to an alternative medium
  • Preserving electronic records over time
  • Protecting records against loss, misplacement or alteration
  • Threats and hazards: risk assessment and reduction
  • Business continuity planning
7. Providing access
  • Meeting the needs of users
  • Approaches to retrieval
  • Confidentiality and rights of access
  • Managing external access to records
  • Archival services
8. Implementing records management: practical and managerial issues
  • Getting started
  • Developing records management programmes and systems
  • Maintaining the impetus
  • Recording records management
Appendix A: Bibliography and sources of further information
  • Records management websites
  • General works in print
  • Journals
  • Selected further readings on specific topics
Appendix B: Select list of national and international standards
Appendix C: Professional organizations for records managers in English-speaking countries

About the Author

Elizabeth Shepherd BA MA DAS DMS is Lecturer in Archives and Records Management at the School of Library, Archive and Information Studies, University College London. Geoffrey Yeo was formerly Archivist and Records Manager at the Royal College of Physicians of London, and is currently working as a freelance in the field of archives and records management.


"Exactly as the title implies, this is an incredibly detailed volume about the practice of managing records within an organisation." -- Managing Information
"I believe this is one of the best records management textbooks to appear in a very long time." -- Journal of the Society of Archivists

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