DOCUMENT &

RECORD
MANAGEMENT
DEPARTMENT OF CENCUS &
STATISTICS
DOCUMENTS & RECORDS
DOCUMENT
Pieces of information that have not been made final.
They are still being added to, changed, updated, or have the
possibility of being altered.
EX;- An empty form of paper, electronic forms & files, faxes,
emails, contracts, etc

RECORD
Any document that has been made final and is no longer meant to
be altered.
An official file that clearly delineates terms and conditions,
statements or claims.
OBJECTIVES OF;
DOCUMENT MANAGEMENT RECORD KEEPING
Better organize documents. Preserve records throughout
their life cycle.
Reduce lost and misfiled
documents. Simplify the activities.
Provide faster search and Control the quantity and quality.
retrieval of documents.
Identify what records exist by
Reduce the amount of physical
space.
records inventory.

Streamline information and

Apply required retention periods
workflow. to stored items.

Allow instant access to Develop and administer policies

documents. and procedures.
CURRENT PRACTICES AT DCS
Paper based documents stored in cabinets
E-documents are managed individually
No progress review practices
Manual document transfers
No centralized data file management
ISSUES WITH CURRENT
PRACTICES
Lack of control over documents.
Time consumption in finding documents.
Delay of receiving approvals.
Waste of physical space
Lost and duplication of documents.
SOLUTION (DMS+RMS)
DESIGNING & IMPLEMENTATION
Department should ensures meet the departments
Records management policy,
Requirements,
Practices,
Guidelines and procedures
PURPOSE OF NEW APPROACH
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 time)
RECORD CAPTURE
Inward and outward communication
Forms/Paper based documents
Through digitized the information
Through Electronic records
Information recorded by a computer
wordprocesseddocuments
electronicspreadsheets
digitalimagesand
databases
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

Administration

Acts & Legislation

Sub class

Records
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,
Flood

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 arrangements
Reports transfer for decision making process
EXPECTATIONS
Broader availability of organization knowledge
Ability to consolidate and search information that has been
created from many sources
More consistency of shared information
Improved efficiency of document keeping processes
Elimination of duplication and managed retention and disposal
Protects content from inappropriate use
An important step in becoming a more collaborative
organization
THANK YOU.
THE END.