1. Draft PPT. presentation onrecords inventory and appraisal ROGER S. SEBASTIAN Reporter/Researcher Ph.D. (EM) student University of La Salette Santiago City SY- first sem. 2011 Record and Reports Management
6. appraisal.the process of evaluating records based on their value to an organization, particularly when used to determine if the records have permanent historical value
9. legal value. the usefulness of a record in supporting an organization's business .agreements and ownership rights, and in documenting the rights of citizens
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11. records retention and disposition schedule. a list of records series titles that indicates the length of time to maintain each series; also called a "records schedule" or a "retention schedule"
12. retention. the act of keeping records for the time required, given their administrative, fiscal, legal, or historical value and use; also called “records retention”
17. Determine the physical location and format of records, including the official record copy that will be retained for the full retention period and any convenience copies that should be retained for a shorter period of time.
21. help local governments and state agencies meet the Freedom of Information Law requirement to maintain a subject matter list of records
22. help you “clean house” by forcing staff to identify and discard unnecessary records
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24. PHYSICAL INVENTORY METHOD An examination of the records is conducted throughout the organization by the records management officer or an individual or group of individuals directly under the records management officer's supervision
25. QUESTIONNAIRE METHOD Each department complete its own inventory, with little or no direct examination of the records through a questionnaire. This is the fastest method because the inventory form can be distributed to all departments simultaneously, completed by staff knowledgeable about the records, and returned by a specified date.
43. MAPPING FILE LOCATIONS By identifying the location of all records, you ensure a complete examination of records holdings. You will be analyzing the data collected during the records inventory to make records appraisal and retention decisions. An accurate analysis depends on a thorough collection of information and knowing where to find the record if additional information is needed.
