Records Management

Both ministry of Education and school generates information on a daily business that plays a role in the daily operation of an institute that are referred to as records. This information generated is also use for projecting and planning purposes. (Managing records at school level). Managing and organization student’s records into a cohesive and efficient might seem like an impossible task, but it depends how much effort is placed in it, that makes it possible. School that properly manages their records meets its legislation responsibilities, aids its administrative processes and ensures that records are stored when needed and destroyed when permissible. As a result, all schools should have records management system in place. Having already note that records are information, there are ten categories of information. Firstly, Action information which would be files that requires immediate response. In an institution, this information would be letters and request transfers. More than likely, action information is one that will benefit the institution so it should be brought to attention very quickly. Therefore, it is normally requested that action information be marked with an urgent sticker. Non- Action information is another category of information. Unlike Action information, Non-Action information is the type that does not require immediate action, but they do require an action. For example, if a new Minister of Education was assigned, then the school receives a letter of this action, there is no need for it to have an immediate response. It is important to note that non-action information is no less important than any other information. Therefore due to protocol and respect, it should be acknowledged. The third category of information is reoccurring information which can be described as data which is based on activities or event that reoccur in intervals. Examples of reoccurring information would be student’s attendance, accounting, assessment results and inventories. On the other hand, another category of information is non-reoccurring which refers to matters that may not recur on a regular basis during the life span of an organization. The fifth category of information is internal information that is generated within the organization. The purpose of internal communication is to enhance communication amongst colleagues so that work can be produce, managed and handle with confidentiality. When a school holds a meeting, this information may use for the bettering of the school. For example, letters from the head of the department to all staff concerning who should and should not be accepted in class for safety purposes. The complete opposite category of information which will be external will be for the use of outside communication. Next, Historical information is data that relates to past events and activities and is usually non action information. Also, future information is data that concern with events to come or take place. The two final categories of information are documented information that refers to information entered onto permanent records and non-documented information which is oral. Records are the evidence of what an organization does externally and internally. (ARMA 1) According to research records can also be defined as a documented proof of a transaction or activity. This may include business activities, contracts negotiations, and business and personnel file. Records are categorized into four categories. Firstly, the most important records which are classified as vital records includes will include a deed for property, contract sales, or budgets of the organization. Next, important records management will include board meeting minutes, financial and operating reports. Third, Useful Records can include product change letter and the least important type of records which is classified as non-essential will include memos like birthday parties and department newsletter. In addition to that, records come in many formats which comprises of physical paper, electronic, media and various databases. Not having a proper system to manage records of a company, business or institution can have a vast on its production. As a result, the world has been modernized with what is known as records management. Records Management can be defined as a systematic control of records throughout their lifestyle. (ARMA 1). The ISO 15489 also described records management as â€Å"the field of management that is responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition or records, including process for capturing and maintaining evidence of and information about business activities and transaction in the orm of records. † (ISO 15489). Records Management includes setting policies and standards, assigning responsibilities and authorities, and integrating records management into business systems and processes. Records management in general plays an important role because records are information and assets that holds value for organization. Organization and institutions alike are given a responsibility to manage records to maximize profits, control cost, provide confidentiality, teach effective, and learn efficiently. At the end of the day, effective records management is required to ensure that information needed is retrievable, authentic and accurate. Just like all other business, companies and organization learning institutions are one of the most needed places for a proper and effective management system because they have task of teaching and providing a learning institutions. School records are reproductions of written records than relates to the school itself or students of the institution and they are records that should be kept under strict confidentiality. School records comprises of registers, school’s budget, students medical files, test scores and other valuable data about Administrators, teachers and students that are a part of the day to day running. Some benefits of an effective management are records are more easily identified and protected. An effective management improves storage and retrieval system as well. Next an effective records management increases productivity within the organization and it reduces cost for equipment, space and personnel’s. In the educational facilities specifically, an effective records management can first of all help save lives. Taking a look at the United States for example in a journal article that states evidence is mounting that food allergy and anaphylaxis have been increasing in school age children. It also stated that 16 % of these children have a reaction in school. It has been proven that an allergic reaction can sometimes result in death. If a record of these students health is kept, the school can be alert. Also, if so many children are starting to have this allergic reaction and the statistics continue growing, vendors can be asked to stop providing it. School records can also assist in taking caution with one education. If on a regular basis a child is evaluated for what seem to be a disorder or down syndromes, this child can be given the treatment he or she need to learn effectively. In addition to that, it is also important to manage school records effectively because the majority of the times, school records serve as the historical source. In order words, school records tell the history of the school. School records also supply information needed for outside communication such as school districts or Ministry of Education to process the planning and decision making by heads to facilitate school, staffs and students. Last but least, school records facilitates continuity in the administration of the school which can all be labeled as managing records from an administrative perspective. Though administrators keep more vital records, teachers and staff must also keep records to result in an effective, efficient and productive classroom. Teachers should keep record of parent’s communication, attendance, behavior and students portfolio. If a teacher don’t plan purposes and set up a system that will easier track grades and other important data, retrieving the information when needed will not be easy. Accurate records don’t happen unless they are properly recorded, files, stored, transfer and retrieved. In a classroom to manage records a teacher need three things. This includes a grade book, an attendance log, a student portfolio and a time management plan folder. Good and accurate records management shows when a teacher classes are faring and progress can be seen in children individual progress. Take for example, a record recording a student’s behaving that is evaluated and then sent down to the councilor. The councilor would deal with the matter and progress can be seen in the child’s behavior which will then show in their academic performance. Accurate and good records management in the classroom also makes the pupils aware of the teacher’s productivity and expectations. For example, children will be less likely to accuse the teacher of losing their work, because they witness good records management. Another positive trait of good records management from a teachers aspect is ensuring security for the child which is done by taking a classroom register. This will asses whether the child is attending school regularly and is sometimes used to keep track on compulsory education. In situations like this, a child parent can be called in or forwarded to The police department or social sevices if a child often misses school. Maintaining records is tiring and very time consuming, yet teachers are always left with this burden. Taking note of the vast amount of paperwork they have to deal with, it is sometimes relevant for them to create a simple filing system, to store and make retrieval of valuable document less difficult. There are three mean types of filing sytem use. They are alphacbetic , numerical and subject filing. According to research â€Å"the key element in making records management filing rules effective are consistency and documentation. † (ARMA Records management Quarterly 1) Consistency means rules stay the same from day to day and person to person. When different people use the same records but under different rules or procedures, consistency is said to be evaluated.