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AOM Chapter 7 Activity

The document summarizes key aspects of records management: 1) Records management involves identifying, classifying, storing, securing, retrieving, tracking, and disposing of or preserving organizational records to manage information creation through disposal. It aims to manage evidence of operations and reduce risk. 2) A record is any collection of data created or received to fulfill legal duties or conduct business, serving as evidence of occurrences. Examples include reports, emails, spreadsheets, and images. 3) Filing terms include units (components of a name), indexing (determining filing order), alphabetizing (arranging names), and case (treatment of uppercase and lowercase letters).

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Meiria Anika Gail Fabian Salangsang
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519 views2 pages

AOM Chapter 7 Activity

The document summarizes key aspects of records management: 1) Records management involves identifying, classifying, storing, securing, retrieving, tracking, and disposing of or preserving organizational records to manage information creation through disposal. It aims to manage evidence of operations and reduce risk. 2) A record is any collection of data created or received to fulfill legal duties or conduct business, serving as evidence of occurrences. Examples include reports, emails, spreadsheets, and images. 3) Filing terms include units (components of a name), indexing (determining filing order), alphabetizing (arranging names), and case (treatment of uppercase and lowercase letters).

Uploaded by

Meiria Anika Gail Fabian Salangsang
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as DOCX, PDF, TXT or read online on Scribd
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Bulacan State University

College of Social Sciences & Philosophy


Public Administration Department

Chapter 7 Activity (Records Management)

Name: Salangsang, Meiria Anika Gail F. Date: May 2021

Year/Section: BPA 3B

Enumerate and brief explain the following in your own words: (100 points)

1. Describe records management.

Records management is an organizational role in charge of managing information in an


organization from creation through disposal. It is often known as records and information
management in most cases. This process includes identifying, classifying, storing, securing,
retrieving, tracking, and either discarding or permanently conserving records. Records
management is primarily concerned with managing the evidence of an organization's operations
as well as the reduction or mitigation of risk connected with it. Records management entails
keeping an accurate record of all of your company's events and transactions, as well as
demonstrating that you have rules and procedures in place to ensure that everything runs
smoothly.

2. What is a record? Describe.

It is a collection of data that is created, received, and stored as evidence and as an asset
by a company or individual in order to fulfill legal duties or do business. The ability of records to
serve as evidence of an occurrence is one of their most important features. This feature of
records can be preserved with proper records management. Persistent representations of
activities can also be characterized as it. Final reports, emails verifying an action or decision,
spreadsheets demonstrating budget decisions, and images or maps of field operations are all
examples of evidence that must be retained.

3. Describe the different filing terms.

 Unit - Each component of a name is referred to as a unit. Unit by unit, the names are
alphabetized. When a name has two components, the name has two units.
 Indexing - The arrangement and format of the units in a name are determined by indexing. The
term "indexing" refers to the process of determining which name to file a record under and then
organizing the units in that order. These are the following questions to consider in indexing: Is a
person's record organized alphabetically by first or last name? If a company's name starts with
The, is it filed under T? Is punctuation taken into account when alphabetizing a name?
 Alphabetizing - Alphabetizing - This is the process of arranging names in alphabetical order.
Personal names, business or company names, and government names are the three
fundamental groups for alphabetizing names. In alphabetizing, there are two kinds and these
are the Alphabetizing Unit by Unit and the Nothing Comes Before Something.
 Case - It relates to whether a letter is written as an uppercase capital letter (A) or a lowercase
little letter (a). Lowercase and uppercase letters are treated the same while alphabetizing. For
example, McAdams and Mcadams, for example, are regarded identical when it comes to
alphabetizing.

4. Define records management.

Records management is the field that is responsible for the effective and methodical
control of record generation, receipt, maintenance, usage, and disposal, as well as the processes
for acquiring and keeping evidence of and information about company operations and
transactions in the form of records. In general, records management systems distinguish
between records and non-records that do not require formal administration. Incorrectly
handling records can result in financial penalties or legal action. Organizations can protect
institutional memory and maintain evidence of activities, transactions, and decisions by keeping
good records. A good records management system can help a company save money on storage
while also increasing efficiency.

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