Record Control and Management in an Organization

This document discusses the importance of record control and management in an organization. It covers topics such as the types of records that need to be maintained, the methods for protecting and disposing of records, and the use of computer-based systems for record keeping. The document also emphasizes the need for strong security measures to protect records and ensure authorized access.

Real Estate

Table of Contents
Activity 2.........................................................................................................................................3
1).............................................................................................................................................3
2).............................................................................................................................................3
3).............................................................................................................................................3
4).............................................................................................................................................3
5).............................................................................................................................................3
Activity 3.........................................................................................................................................4
2).............................................................................................................................................4
3).............................................................................................................................................4
Activity 4.........................................................................................................................................4
1).............................................................................................................................................4
Activity 5.........................................................................................................................................4
1).............................................................................................................................................4
2).............................................................................................................................................5
3).............................................................................................................................................5
Activity 6.........................................................................................................................................5
1).............................................................................................................................................5
Activity 7.........................................................................................................................................5
1).............................................................................................................................................5
2).............................................................................................................................................6
3).............................................................................................................................................6
Report...............................................................................................................................................6
REFERENCES................................................................................................................................7

Activity 2
1)
a) If the materials received is in accordance with order number, quality and quantity?
b) Are the materials received of acceptable quality or can be partially accepted or rejected?
c) If the materials are received on the process as were determined?
2)
From the examples given the records of options b) and c) needs to be maintained in the
company records.
3)
The non record items of company are:
 Extra copies of documents
 Personal or non-official papers of employees
 Library materials acquired for the purpose of reference
4)
Record is a basic data structure which consists of information in a certain specified manner
so that they can be used for future references in business. There are various formats of records
like fixed-length, variable length, segmented, stream file etc. in which companies can store their
data. The records need to be maintained of following items in a company:
 Minutes
 Notice of meetings
 Financial records
 Certificate of incorporation
 Annual report
 Employment records
5)
Record control refers to administration of files, documents and records which are created in an
organisation so that they can be handled properly and also the authorization of their access can
be done. In a record system as the data is recorded on a computer it becomes easy for tracking a
record base on the information stored (Rolan, 2017).

Activity 3
2)
For protecting the paper based systems in an organisation it is important that the
documents are properly scanned and digitised, a record retention plan must be implemented, the
documents must be safely disposed, implementation of safety protocols must be done etc. For the
access to these documents the company must have strong security surveillance so that only the
authorised people can access these records and use them in authorised manner.
3)
The records that are kept in computer based systems need to be well protected so that they can be
preserved and can only be made available for authorised purposes. The company can install
reliable antivirus software, use complex passwords, protect the records by using fireball, and
ignore suspicious e-mails etc. so that the records can be kept safe. Their access can be limited by
only telling the passwords to open the documents to authorised people in workplace (Kenosi and
Mosweu, 2018).
Activity 4
1)
The control information should be taken in record control management so that the records
can be kept safe and confidential that can help in protecting the new information that is recorded
for company. The information that is recorded in company must be relevant with its functions
and structure and must be useful in the future course of business. In order to describe new
records they must be stored in new folders and they must be saved by using different passwords
so that they can be secured.
Activity 5
1)
In order to track a file the information that can be helpful is the type and nature of the
information that is stored in the file so that it can be sorted from the documents having similar
information sources. The entire lifecycle of the file can be considered so that it can be tracked
from a large amount of files that are available. The date or period to which the file relates can

also be helpful. Also the file can be looked at the place where similar information is usually
stored by company.
2)
Current information is important so that the location of files can be easily found that can
help in saving time of searching for files and also help in improving the efficiency of storing
information. It can also help in safekeeping the information by tracking the current files so that
they can be guarded by the use of effective passwords (Pan, 2017).
3)
Audit applications help in examining the reliability, validity and authenticity of
information which is being stored in the computer system. It also help in controlling the
information which is stored so that record keeping can be efficiently done and authentic
information can be stored.
Activity 6
1)
The control information that must be recorded in an organisation are:
 Documentation information for quality control
 Documented information for audits
 Documented information in accordance with ISO 9001
All this information must be stored in an organisation so that they can be used in storing the
company’s records and using them for essential purposes so that the efficiency of records can be
increased.
Activity 7
1)
The company can identify its inactive or dead files by following certain processes:
 Developing inactive record policies and procedures which can help in mapping the
eligibility of documents as per their use so that the older data can be stored offsite.
 Training the staff members o new policies and procedures.
 Selection of an offsite facility that can be used for storage (Matangira, 2016).
 Retaining only semi active records so that the other documents can be get rid of.

 Boxing and identifying contents for future retrieval and destruction.
2)
In order to dispose the paper based system records the company can use various methods
like burning, pulping, shredding, pulverizing etc. In order to dispose the computer based system
records the company can use methods such as deletion of information from its networks so that it
can be deleted from the complete system of company.
3)
When the files are removed from active system the information regarding them is stored
regarding the location of files so that they can be restored in case they are to be used again. Also
the information related to the content in those files can be stored that can help in gaining a
knowledge on what is stored in that file.
Report
XYZ company needs to follow a system that can help it in retrieving its old and inactive
files so that they can be stored and sorted base on certain specific criteria so that they can be
sorted in an efficient manner. it will also help in maintaining records that are useful for company
and destroying the ones which are adding to the dead information. It is important that the
company sorts all the 8,000 file folders in a manner that can help in efficient record keeping. The
company needs to follow a specific procedure of keeping records so that all the files can be
sorted based on that procedure. The company can arrange its files based on time so that they can
be arranged based on the time period relevant to them. This will also help in identifying the files
which are very old and almost inactive so that they can be disposed off. All the employees of
company can be involved in the process of record keeping so that they can sort the records based
on their time and relevance to company.
It is also important that in order to store new records the company can follow a computer
based system so that record keeping can become more efficient and the files can automatically be
sorted based on a set procedure or policy (Wiatt,2015). The managers of company can ensure
monthly reporting and also the installation of control mechanism is also important so that they
can be stored in a controlled manner. Also they can be stored by using passwords and their
access must be authorised to relevant staff members of company so that their security can be
maintained.

REFERENCES
Books and Journals
Rolan, G., 2017. Agency in the archive: a model for participatory recordkeeping. Archival
Science, 17(3), pp.195-225.
Kenosi, L.S. and Mosweu, O., 2018. A framework for a good recordkeeping system.
In Handbook of Research on Heritage Management and Preservation (pp. 213-234). IGI
Global.
Pan, W., 2017. The implementation of electronic recordkeeping systems. Records Management
Journal.
Matangira, V., 2016. Recordkeeping in Zimbabwe in colonial and post-independence
contexts. ESARBICA Journal, 35, p.67.
Wiatt, R.G., 2015 The new management of recordkeeping. Journal of Corporate Accounting &
Finance.