The document discusses record management. It defines record management as the practice of maintaining records from creation to eventual disposition. Records include documents created or received as evidence of business activities. The retention period represents how long a record should be kept. Electronic records management involves tracking and storing digital records and metadata to ensure preservation. Different types of records have different retention periods depending on their importance, from permanent to routine records. Challenges in managing electronic records include hardware and software dependence and impermanence of storage media.

1. Welcome
to the Session on
Record Management
Md. Arizul Islam Khan
Assistant Director, NAEM

2. Definition of
Record Management
RM, is the practice of maintaining the
records of an organization from the
time they are created up to their
eventual functions

3. Definition of
Record Management …contd.
The retention period of a document is an
aspect of records management.
It represents the period of time a
document should be kept.

4. Record Management
•

5. Definition of Records
The ISO defines records as "information created, received,
and maintained as evidence and information by an
organization or person, in pursuance of legal obligations
or in the transaction of business".
The International Council on Archives (ICA) Committee on
Electronic Records defines a record as "a recorded
information produced or received in the initiation, conduct
or completion of an institutional or individual activity and
that comprises content, context and structure sufficient to
provide evidence of the activity."
Records Management is the storage preservation and
retrieval of information in the shortest possible time. It is
very important for the use of storing document.
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Md. Arizul Islam Khan

6. The Bengal Records Manual,1943
 It is applicable to the field offices of the
government. It has 340 rules in it.
 It has given ideas of procedural action on
preparation, preservation, classification
and destruction of records.
 It has mentioned the responsibilities of
Record keepers
 It has given the ideas on maintaining record
room
 It has annexed some forms and formats of
government’s official functions
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Md. Arizul Islam Khan

7. 7
Why Records Management
is Necessary ?
• Ensures continuity and consistency in
administration ;
• Easy traceable of documented official
actions ;
• Protect information from inappropriate
and unauthorized access;
• Ensure accountability of the office ;
• Ensure Transparency of the office ;
• Properly disposing of materials that are
no longer needed to conduct official
business
• Protect legal, financial, and other
documents of the Government.
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Md. Arizul Islam Khan

8. Different kinds of Records
Records relating to Budget, Implementation and Monitoring
Records relating to Purchase
Records relating to Human Resources
Records relating to Accounts
Records relating to Grants
Records relating to Information Technology and
Telecommunications
Records relating to Safety and security of the office
Records relating to Transport and logistics
Records relating to Personnel Management
Records relating to Office management
Records relating to Financial management
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Md. Arizul Islam Khan

9. 9
How can Records
be Managed?
• By registering records
• By classifying records on the basis of security
point of view.
• By classifying records on the basis of
preservation time point of view
• By classifying records on the basis of priority
point of view
• Preservation as the evidence of the office
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Md. Arizul Islam Khan

10. What are the Records ?
All Kinds of dead files, Govt & non-
govt letters, notices, formal, informal
& nonformal letters whice are
important for the future.

11. Structure of Digital File Number
and Analysis of Codes
File Number : 00.00.0000.000.00.000.00
1st
two digits – Name of Ministry
(Given by M/o Public Administration) (SI page 108).
2nd
two digits –Department ( Given by concerned Ministry).
3rd
Four digits --Geographic Code
(Given for the District (2) and Upazila (2) office)
4th
three digits --Sections code (Given by office concerned).
5th
two digits --Subject code (Given by officer concerned)
6th
three digits --Serial number of file
(as per file Opening Register).
7th
Two digits -- Year of file opening
(as per file opening Register).
Reference : Secretariat Instruction,2008 Instruction number 41(7)
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Md. Arizul Islam Khan

12. Preservation of Records
•

13. Electronic Records (contd . . )
 An electronic record is any record that, in the
ordinary course of business, is used and set aside
or stored in digita
 Any information that is recorded in a form that
only a computer can process.
 E-mail is a record. A complete e-mail record will
include transmission data and distribution list
(when it was sent, who sent it, and to whom)
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Md. Arizul Islam Khan

14. What are Electronic Records?
An electronic record is any record that, in the ordinary
course of business, is used and set aside or stored in
digital form regardless of whether it was made or
received in such form.
Records includes any document, device, or item,
regardless of physical form or characteristic, created or
received by or coming under the jurisdiction of any
public office which serves to document the, functions,
policies, decisions, procedures, operations, or other
activities of the office.

15. Managing Electronic Records
An Electronic Record Management is a computer
program that is used to track and store records.
Digital records (almost always referred to as
electronic records) and its content, context and
structure to be preserved and protected with a
physical existence.
Software can be used to create the records obsolete,
leaving the records unreadable.
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Md. Arizul Islam Khan

16. Managing Electronic Records (contd . . .)
A digital archive has to be established to enable
the general public to access in permanent
records.
Office wishing to convert their paper records into
scanned copies can do so with care.

17. Alphabetic Records Preservation
 A method of storing and arranging
records according to the letters of the
alphabet
C. C.V. files
B Bata Shoe Tax file
B
A Aman Rice Procurement
A . Alam Enterprise
A
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Md. Arizul Islam Khan

18. Digital Preservation

19. Kinds of Records
1. Permanent Records
(Should Preserve for ever)
2. Semi-Permanent Records
(Should Preserve for 10 Years)
3. General Records
(Should Preserve for 5 Years)
4. Routine Records
(Should Preserve for 3 Years)

20. Maintain a Record Room

21. Difference Between
Records and Documents
1. Record Section Administrative
2. Documentation Section - Academic

22. Challenges of e-Records
• Unlike paper records, digital records do not
survive by accident
• Electronic records are:
– hardware & software dependent
– recorded on impermanent media
• Preservation is more difficult
– temperatures, weather, hardware & software
changes and obsolescence
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Md. Arizul Islam Khan

23. Why Destroy
the Records ?
1. Burn the Confidential Records
2. Sell the Normal Records