Elizabeth Shepherd and Geoffrey Yeo
Facet Publishing,
London and Neil Schuman Publishers, Inc.,
New York
2003
Contents
Preface
Editorial note
Introduction
Why keep records?
Why is good records management important?
How can this book help?
Chapter 1: Understanding Records Management
Defining the key terms in records management
The life of the record
Records as evidence and as sources 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
Chapter 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
Chapter 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
Chapter 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
Chapter 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
Chapter 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
Chapter 7: Providing Access
Meeting the needs of users
Approaches to retrieval
Confidentiality and rights
of access
Managing external
access to records
Archival services
Chapter 8: Implementing
Records Management: Practical and Managerial Issues
Getting started
Developing records management programmes and
systems
Maintaining the impetus
Recording records management
Conclusion
Appendix A: Bibliography and sources of further information
Appendix B: Select list of national and international standards
Appendix C: Professional organizations for records managers in
English-speaking countries
Index