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Filing and Record

Ministry of Public Administration & Management

Designing & Implementing Record

Management System

Department should ensures meet the departments

records management policy,



guidelines and procedures

Purpose of Designing & Implementing

Record Management System

Determine which documents created

Determine which documents received & should be captured as records

into a recordkeeping system

How long those records should be maintained within the system

Risk of not capturing or retaining the records

Facilitates easy retrieval of records in active use

Minimizing Cost

Maintaining & storing records

Proper disposal of records (Records have been kept the right length of

Our Proposed System


Records Capture

Inward and outward communication

Forms/Paper based documents

Through digitized the information

Through Electronic records

Information recorded by a computer

Classification of Records

Records should be systematically organized

functions, activities and contents of the records

A records classification should allow modifications

addition of new records series/groups to cater for changing circumstances

includes a coding system expressed in symbols (e.g. alphabetical, numerical

or alpha-numerical) to show the logical relationship amongst the records.

Facilitate accurate capturing and ready retrieval of records

Classification scheme


Acts & Legislation

Sub class


Record Storage

Facilitate user authorized access and ensure that are protected from
unauthorized access

Paper records should be stored in a clean and dry environment until those
records entered to a electronic record keeping system.

filing cabinets and filing racks instead of stacking them on the floor

For storage of electronic records, the selection of storage media (e.g. optical
disc and tape), storage system and handling procedures should be based on
records management

Protecting vital records

containing information essential to the continued and effective operation of

department in the event of an emergency
prolonged electricity breakdown,

Identify and protect through duplication and/or off-site storage

Use of Records

Ensure that timely access to record to authorized users

Detect unauthorized use

Provide sensitive information with adequate protection

The department should also lay down guidelines on the protection,

processing and transmission of classified records

Records should be kept in a recordkeeping system with systematic indexes

and classification to facilitate their easy retrieval

Access to personal data - An organization should refer to the Personal Data

(Privacy) Ordinance for arranging access to personal data held by them

Public access to information held by public bodies

Tracking /Searching

In a recordkeeping system, tracking of the movement and use of records

is required to

identify outstanding action required;

enable retrieval of records

prevent loss or missing of records

monitor usage for recordkeeping system maintenance and security (e.g.

growth of records, disposal of records) and

identify the operational origin of individual records where the recordkeeping

systems have been amalgamated or migrated

Disposal of Records

Safeguard against premature disposal of records and destruction of

records having archival value

Need authorization persons approval to delete the records

Vital records cannot be deleted

Include information and procedures for accountability

Prevent reconstruction

Transfer of Records

Pending transfer for internal approval and document the transfer


Reports transfer for decision making process