Where shared drives are used, it is important that a staff member be given responsibility for managing the drive, including ensuring folders are named properly, and that retention and disposition rules are implemented.
Electronic records management systems are specialized software applications designed to classify records and manage them through their life cycle. Their advantage is that they combine powerful search and retrieval capabilities with the ability to manage records and information across the institution — both paper and electronic.
They are designed to manage secure access to documents, handle version control, track use of documents, and automatically implement retention and disposition rules. Furthermore, they maintain important recordkeeping metadata to ensure the integrity and authenticity of official records.
The disadvantage to such systems is that they require a financial investment and usually some customization. Where they exist, such systems tend to be well-managed as their maintenance must be assigned to a responsible employee. Many records are created in both electronic and paper form. In order to avoid duplication, units should decide in which format to keep the official copy.
The decision must be applied consistently for each file class and should be noted in the file plan. The file plan will reflect the file classes used within the unit. Units should also keep a listing of files opened and closed that fall within each of the file classes. It is useful to create such a list so that the unit:.
The list can take any format: table, spreadsheet, database. It is useful to include the following information for each file:. Also, ensure that it will contain University records; transitory records should not be filed see Tip Sheet 3 on Transitory Records. Each paper file or electronic folder should be labelled with the file class code.
This is important because the file class code corresponds to a specific retention and disposition rule. Please complete this quiz before you proceed to the next module. To take the quiz, use the arrow keys or click the correct answer choice. If you answer incorrectly, you will be able to try again until you select the correct response.
Scores will not be recorded. Grant Specialists. Account Executives. Resources for Service Coordinators. Contents 1.
Introduction 2. What is Service Coordination 3. Hiring and Training 4. Confidentiality and COI 5. After the inventory has been completed, the records simply need to be updated whenever work is performed. Generally, the records should document what type of work was carried out and when it was performed, as well as who actually performed it.
When any inspections or equipment testing takes place, the record should reflect whether the inspection or testing followed manufacturer guidelines and company operating procedures.
Expenses relating to labor and parts can also be documented in order to assist departments with budget forecasting. The use of maintenance records is particularly important in a factory setting, where a large number of expensive machines are used daily.
These records can help make sure that any appropriate equipment maintenance or plant maintenance has been completed so that plant operations will run smoothly. For instance, a maintenance log detailing any repairs or service upkeep may be kept on a factory machine.
This log can help avoid accidents or plant shut-downs resulting from defective equipment. Logs are also a really common part of fleet maintenance. The same is true for aircraft fleet operators; airlines and commercial jet companies are often required by law to keep careful records of all routine services and repairs, as this can help prevent accidents and problems during flight.
Charity Delich.
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