Beruflich Dokumente
Kultur Dokumente
CONTROL
RECORDS
OBJECTIVES
DISPOSITIO
N MAINTENANCE
PROCESSING/USE
DISTRIBUTION
CREATION
Difference between:
Documents Records
• It is the form that will • It is an object
be used to gather containing
data. information which
• It is created to use as serves to preserve or
evidenced of data. perpetuate
knowledge of events,
facts or ideas.
• It is the memory bank
of an organization.
Capturing information
Code
QR Quality Records
RMW Raw Materials Warehouse Records
01 RMW Series Number
01 Document Number
Filing System
A system of classifying into files usually
arranged alphabetically orchronologically.
• Recycling
• Shredding
Example:
MATERIALS REQUISITION FORM
Record Code QR-RMW-01-04
Filling System Chronological (Monthly)
Active Retention Period One (1)Month
Inactive Retention Period Two (2) Years
Active Storage Area SC-WHSE-01-01
Archive Storage Area WC-RR-05 B
Disposal Method Recycle
Records Retention System
OBJECTIVES:
To preserve records as long as needed.
To dispose records as soon as no longer
needed.
Records Retention System
Why retain records?
• Operating Value
The value of a record series used in retrieval
of information for and as input to routine or day-
to-day functions.
• Administrative Value
The value of a record series to the creating
office in the performance of its assigned
operations within the organization.
Records Retention System
Why retain records?
• Fiscal Value
The value attributed to a record series
which documents financial transactions or which
have an audit trail.
• Legal Value
The value attributed to a record series
which documents business ownership,
agreements and legally sanctioned transactions.
Records Retention System
• File
Records kept in order in a folder, binder,
etc.; a collection of records involving a specific
name or topic.
• Filing
Process of arranging and storing materials
systematically so that they can be located easily
when needed.
Requirements:
• Files Listing
A complete and up-to-date listing of all the
files of a department or section and their
location; entries appear in the same order as the
files in the drawers/shelves; also known as the
Master list of Files.
Requirements:
• Filing Equipment
Records should be maintained in proper
filing equipment, depending on the size and type
of records; all filing equipment should be
properly labeled.
Filling Equipment:
• Sequence: Top to Bottom and Left to Right.
SC –HRD –01 – 01
SC Type of Filing Equipment (SteelCabinet)
HRD Department
01 Number of steel cabinet in the Department
01 Rack number
Filing Folders