The nerve of Records Management

Dear all...


Our body system is interconnected with internal nervous system. It is the nerve that makes our body system works. It functions is greater to the whole body otherwise our body becomes numb and dysfunctional. The same goes to records management. According to Theodore R. Schellenberg the father and earliest theorist in records management, the function and relationship of records management is like a living organism. It is interconnected and inter related to each other.

What is the nerve of records management?

This is not totally subjective but classification and filing system is to me the nerve of records management. You can have everything on earth with regard to records management but if the filing and classification is malfunctioned, you have nothing at all! All system in records management are broken down. Records are there but in a mess, people are confused, daily operations are hampered with inefficiency of records keeping. It is there but it is nowhere. Works will be delayed, accountability and efficiency of organizational operation are jeopardized. Why?? Just because the classification and filing system is not in order.

Why it is not in order?

People take things for granted when it comes to filing and classification system. Naming conventions are not given proper and due attention. Subject classification is not properly in place. Function and subject of operations are not synchronized hence leaving huge gap in records keeping. The internal nervous system of records management is not properly operational therefore records management as a whole is not functioning. You have the records but the records could not be found, everywhere and anywhere. You know it is there but you could not find it. More time is taken to refer or to take a records or to keep a records, more manpower is needed to manage the existing records. Your records is everywhere and nowhere now. Just imagine if this thing happen in your organization. How are you going to work and make deliverable if the "nerve system" broke down.



When the nerve of the system fails to operate in utmost manner, the whole system collapse and breaks down!

Take care your filing and classification system, then the record keeping system will be fully operational efficiently and economically! 

Reference:

nerve: one of the groups of fibres in your body that carry messages between your brain and the rest of your body, communicating pain, pressure, feelings of heat and cold etc

Making records management do-able....

Dear all...

Few days back, I finished delivering series of talk in the records management training....and during the talk I was asked about classification and coding system....here, I would like to share some insights with all of you about it.


In the organization that I delivered the talk, during the QnA session, a lot of questions were asked by the participants. One of the major issues that caught everybody's attention is the classification of  file and the coding system. Many got confused on what is the very basic purpose of having classification and coding system. As a matter of fact, it is meant for easy reference, easy retrieval and access...it does not mean to complicate things, to show complex coding and classification. It is important to note, as I shared it with the audience that, it is supposed to be precise and simple, easily retrievable and easily accessed. It helps the document to be easily filed, it also helps staffs to find the files and monitor movement of files or even to make cross reference. The staffs and users in the organization are the one who understand it, it does not mean for outsiders. In short, the coding or numbering system represent the classification of records based on subjects and titles. Bear in mind that, coding system (the numbering system you applied and gave to files and document) is not a PASSWORD.....

I noted that this ABC organization have varied styles of coding system. It is not standardized. I said to them, you and your colleagues will have problem in the near future when accessing, tracing, referencing, retrieving files and document or even to make appraisal and prepare retention schedule. Records management practices are applied not to burden but to facilitate the 2Es (economy and efficiency)....save time, resources and space!


I said to them the greatest challenge in records management is making it DO-ABLE! Helping us in completing the tasks in a very efficient and economic manner, not to burden and complicate things! To do so, a lot of training, exposure on how to do, the do's and the don'ts must be acquired by staffs. Records Management cannot run by itself when staffs do not understand the concept, practicality of records management.


I simply said to them...be practical!