RECORDS MANAGEMENT

1. LECTURE NO.2
RECORDS CENTER MANAGEMENT
BY MR. NOMAN
CONTACTS
Mobile +255779703370
Email :
noman.nasrillah.ahmed@gmail.com
PREPARED BY MR. AHMED NOMAN
+255779703370

2. INTRODUCTION
• It is the responsibility of the management to
corporate records and archives institutions to
control all records created by the organization
and ensure that they are put to use to the
best advantage throughout their life
PREPARED BY MR. AHMED NOMAN
+255779703370

3. DEFINITION OF RECORDS CENTRE
• RECORDS CENTRE is a building or part of
building designed or adapted for low cost
storage, maintenance and communication of
semi current records pending ultimate
disposal
PREPARED BY MR. AHMED NOMAN
+255779703370

4. TYPES OF RECORDS CENTRE
i. National Records Center
ii. Departmental Records Center
iii. Commercial Records Center
PREPARED BY MR. AHMED NOMAN
+255779703370

5. NATIONAL RECORDS CENTRE
• Established by government
• Maintain the government semi current
records before transferred to national
archives.
• Establishment of records center based on the
record management and archives act, law and
regulation in that country.
PREPARED BY MR. AHMED NOMAN
+255779703370

6. NATIONAL CONT……….
• NRC relocated under National archives
administration. E.g National Archives of
Zanzibar.
• Maintain and manage the records from
federal government ministry or public agency
PREPARED BY MR. AHMED NOMAN
+255779703370

7. DEPERTMENTAL RECORDS CENTRE
• Normally located in the main building or
headquarter.
• Sometimes each of department have their
own records center
• Maintain and managed semi current and non
current records.
• For the purpose of cost saving and follow the
RC standard
PREPARED BY MR. AHMED NOMAN
+255779703370

8. COMMERCIAL RECORDS CENTRE
• Profit private company
• Provide services such as records storage,
records retrieval and reference, provide
disposal schedule, permanent preservation,
records appraisal and disposal.
• Also maintain and preserve the modern
records such as microfilm, film, magnetic tape,
optical disk, etc.
PREPARED BY MR. AHMED NOMAN
+255779703370

9. COMMERCIAL CONT……….
• There are certain aspect must be considered
by provenance before transferred their
records to CRC such as records safety and
security, environment and natural disaster
PREPARED BY MR. AHMED NOMAN
+255779703370

10. CHARACTERISTICS/FEATURES OF
RECORDS CENTRE
• Security; records centre always must be
secure so as to maintain the materials in it,
this helps for custody and other user to create
belief for their records, “externally secure, as a
place of custody of valuable materials” and
“environmentally secure, as a place where
valuable documents and information must be
maintained in a usable state for long periods
clean and orderly
PREPARED BY MR. AHMED NOMAN
+255779703370

11. CHARACTERISTICS CONT……….
• It should not be possible for unauthorized
persons to gain access to records in the
records centre. All of the storage conditions
and access controls in the records centre
should conform to the requirements laid
down in general regulations for secret or
confidential records.
PREPARED BY MR. AHMED NOMAN
+255779703370

12. CHARACTERISTICS CONT……….
• The records centre must be clean. This means
that the records in it must be protected from
damage from dirt, insects or rodents or
infestation by moulds. To maintain cleanliness,
no one should be allowed to eat or bring food
into the records centre: crumbs could encourage
insects or rodents. Smoking must be prohibited
in the records centre at all times, and there
should be prominent notices to this effect. The
records centre should be cleaned, dusted and
inspected on a regular basis
PREPARED BY MR. AHMED NOMAN
+255779703370

13. CHARACTERISTICS CONT……….
• The records centre should also be orderly.
This means that the records kept in it must be
in proper order on the shelves, so that any
record can be found at any time with a
minimum of delay. Records should be kept in
proper containers or wrappings, clearly
labeled with their reference codes. Regular
checks should be made to ensure records are
returned to their appropriate locations and
are not stored inappropriately
PREPARED BY MR. AHMED NOMAN
+255779703370

14. CHARACTERISTICS CONT……….
• The records centre must be efficient. Every
record held in the centre should be retrievable
quickly and easily; records should also be
disposed of according to a predetermined
disposal schedule. The recommended
procedures given in this module are designed
to ensure that this provision is observed. They
must be followed carefully
PREPARED BY MR. AHMED NOMAN
+255779703370