ISC 427 MODULE - FINAL.docxB.docx - KENYATTA UNIVERSITY...

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College Accounting, Chapters 1-27
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Chapter 1 / Exercise 2
College Accounting, Chapters 1-27
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KENYATTA UNIVERSITYINSTITUTE OF OPEN DISTANCE & e-LEARNINGIN COLLABORATION WITHSCHOOL EDUCATIONDEPARTMENT: LIBRARY & INFORMATION SCIENCEISC 427: RECORDS AND OFFICE MANAGEMENTWRITTEN BY DR. Z.W. GICHUHI
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College Accounting, Chapters 1-27
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Chapter 1 / Exercise 2
College Accounting, Chapters 1-27
Heintz/Parry
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Copyright © Kenyatta University, 2014All Rights ReservedPublished By:KENYATTA UNIVERSITY PRESSThis module describes the procedures for managing andmaintaining current records as maintained in registries/recordsoffices. The main focus of this module is records creation, recordsmanagement objectives, maintenance of records through their lifecycle, security, access control, storage and uses and users ofrecords. The module is intended as a generic guide for thoseaspiring to work in records offices.
At the end of the course, the learner should be able to:Describe the purpose and use of recordsExplain the importance of records management
INTRODUCTION.............................................................................iiiOBJECTIVES..................................................................................iiiTABLE OF CONTENTS.....................................................................ivRECORDS CREATION.......................................................................11.3What is a Record?.....................................................................................................11.4Records Creation..................................................................................................2RECORDS MANAGEMENT................................................................62.3Information is a vital business tool as well as an essential business resource..................................................................................................................................7LIFE CYCLE CONCEPT....................................................................153.3Records life-cycle concept..................................................................................153.4The creation stage.............................................................................................16THE CONTINUUM CONCEPT...........................................................214.3Difference between life cycle and continuum concepts...........................214.3.1Life-cycle Concept..............................................................................................214.3.2Continuum concept........................................................................................214.4Continuum Activities.........................................................................................22USES AND USERS OF RECORDS.....................................................255.3Users...........................................................................................................................255.4A Sample Case of Users of Financial Information......................................................26RECORD STORAGE AND RETRIEVAL................................................316.3Factors to consider when selecting suitable storage equipment..........316.4Types of Storage Equipment...........................................................................33STAFFING AND CAPACITY BUILDING...............................................407.3Responsibilities and Authority...........................................................................417.4Records and Action Officers Cooperation...................................................43PURPOSE OF A RECORDS OFFICE..................................................498.3Function and Responsibilities of a Records Office.......................................498.4Records Management Environment and Security Concerns.....................................50
9.3Determining the opening of a new file...........................................................529.4Filing procedures.................................................................................................53SECURITY AND ACCESS TO RECORDS.............................................6110.3Access to Public Records......................................................................................6110.4Access Rules and Regulations........................................................................62
LECTURE ONERECORDS CREATION1.1INTRODUCTION1.2OBJECTIVES1.3What is a Record?The International Council on Archives (ICA) defines a record as “recorded information produced or received in the initiation, conduct orcompletion of an institutional or individual activity and that comprises content, context and structure sufficient to provide evidence of the activity.A record is defined as any information captured in a reproducible formthat is required for conducting business. For anything to constitute a record, it must have been specificallycreated by or for the particular organization using it. A record is defined as any information that is, recorded on any physicalform or medium, generated or received and maintained by anorganization or business enterprise as evidence of its organization,Records are necessary in organizations. They are the memoryof organizations business tool as well as a business resource. Theydocument information for management decisions, provide litigationsupport, show compliance with government regulations and supply a

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