Good Records Management Practices - GRS

GGGOOOOOODDD RRREEECCCOOORRRDDDSSS MMMAAANNNAAAGGGEEEMMMEEENNNTTT PPPRRRAAACCCTTTIIICCCEEESSS GOVERNMENT Records SERVICE OCTOBER 2011 BLANK PAGE TABLE OF CONTENTS FOREWORD 1 Chapter 1 OVERVIEW OF Records Management 2 Chapter 2 Records Management POLICY 5 Chapter 3 RECORDKEEPING SYSTEMS 8 Chapter 4 Records Management PROCESSES AND CONTROLS 10 Chapter 5 PROTECTING VITAL Records 22 Chapter 6 MONITORING AND AUDITING 24 Chapter 7 TRAINING 25 Chapter 8 ELECTRONIC Records Management 26 Annex I Checklist for Proper Records Management Practices 31 Annex II Management of Archival Records 38 Annex III Guidelines on Preservation of Archival Records 42 Annex IV Guidelines on Establishing a Vital Records Protection Programme 52 Annex V References 55 BLANK PAGE 1 FOREWORD Records are valuable assets of organizations.

Good practices An organization should - formulate and promulgate its records management policy, e.g. in the form of records management policy statement setting out what the organization intends to do in respect of records management; formulate and promulgate records management requirements, guidelines, procedures and best practices

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