“Record manager Frequently Asked Questions in various Record Manager job interviews by interviewer. The set of questions are here to ensures that you offer a perfect answer posed to you. So get preparation for your new job interview”
No. The principles underlying records management - creation, retention, identification, and retrieval of records - apply equally to both electronic and paper records. This means that procedures for e-mail and information held on shared and personal hard drives have to be as robust and detailed as those for other records.
☛ By the very nature of Retention & Disposal Schedules it is essential that records are dated and that they are filed or stored in some manner that identifies the date or (at a minimum) the year of creation. The Schedules will then advise as to how many 'years' after that date the records should be retained for before disposal. For example:
☛ Current academic year + 5 years OR Life of course + 1 year
☛ There can be some confusion as to whether ‘year’ relates to the UK fiscal year, the University financial year, the ‘academic’ year or the calendar year. Some record sequences relate directly to an academic year whether that starts on 25 September or 28 September or 1 October (depending on which date is a Monday).
☛ In the event of the schedule stating that the (academic year) records can be disposed of after (for example) three years it is advisable to take this to be ‘after the end of the calendar year, three years after the end of the academic year’.
☛ For example, a record created on 5 November 2005 in the academic year 2005/06 with a 'Current academic year + 3 years' retention period could be considered for disposal after 31 December 2009.
One can work to be a prime example of a great record keeper. Setting this example will encourage coworkers and peers to see that effective record keeping is possible, not that difficult, and significantly beneficial when one or others need the data, information, knowledge, and/or expertise in one’s records. Equally important, one should work to continually record new information, knowledge, and expertise that one learns, or observes in others, while working.
The sharing of an employee’s tacit knowledge with those outside the organization should be covered in the organization’s policy about sharing the organization’s data, information, knowledge, and expertise with those outside the company.
Yes. Any number of operational subject areas such as hiring, firing, fair employment, occupational health and safety, products liability, securities, antitrust, and any number of others have their own record-keeping requirements. If in doubt, seek the advice of the person in the organization designated as the organization’s records manager. If that is not satisfactory, seek the answer from a lawyer responsible for the legal matters of the organization.
A records Retention & Disposal Schedule provides generic guidance on retention of records which are commonly generated in the course of:
☛ core work
☛ developing relationships with stakeholders
☛ the management of the institutions themselves as corporate bodies
It covers key groups of records generated by the common business functions and business activities. In the case of the University these will include Student Records, Financial Records, Personnel Records, Health & Safety Records, etc.
The Schedule being used for Records Management at the University is based on research and consultation with a wide range of institutions. However, it is not intended to be either totally prescriptive or exhaustive. A certain amount of individual judgement will still have to be made in dealing with some records.
Most records will never be needed again; the unanswerable question is which ones will be needed sometime in the future. When one of the organization’s top executives or managers has a vague recollection of having seen a record that he or she now desperately needs—particularly to defend or protect the organization—and you are the one to produce it, hopefully you will be considered a hero and eventually promoted and/or financially rewarded.
The person in the organization designated as the organization’s records manager should be responsible for creating a file structure for each organizational unit with read access shared by all members of that unit.
A records Retention and Disposal Schedule is a control document that sets out the periods for which an organisation’s business records should be retained to meet its operational needs and to comply with legal and other requirements. It forms a key element of the University's records management policy. It consists of timetables that set out when individual or groups of records are due for review, transfer to an archive and/or destruction.
In response to compliance with current legislation eg the Freedom of Information Act 2000, they make it easier to establish whether or not a record exists when a request is received. Using such schedules will also give the public confidence that the University has adequate procedures for identifying records that have been requested.
No, all records, no matter how they were created or received should be handled, stored, and disposed of the same way based on the content of the record.
☛ Records management is a process for the systematic management of all records and the information or data that they contain. Traditionally these were held on paper, or more recently on microfilm or fiche, but are now held increasingly within electronic systems.
☛ The core concept is the life cycle of information, which sees information having a series of phases from creation to final disposition either through a controlled destruction process or being added to the long-term or permanent record (the archive) of the University.
☛ Records Management incorporates the practice of identifying, classifying, providing access to, archiving, and sometimes the controlled destruction of records.
I believe that success is not only achieving a team’s targets and goals but also exceeding them. It is not, in my opinion, acceptable to simply set out to meet your targets; you should constantly be striving to beat them. For example, in a previous management role I was set the target of achieving 50 new clients for my company within the first quarter of the year. I started out by briefing the team on what was required and the strategy that we would use to beat this target. Everyone in the team knew what they needed to do and we all set about working together to not only achieve the target, but beat it easily. At the end of the quarter we have achieved no fewer than 64 new clients for the company, something which we were all very proud of.
The individual who either creates or receives the record is responsible for determining if it is a record, where it should be retained, how long it should be retained, and how it should be disposed of in compliance with the organization’s record schedule.
They are, and they should be reduced to some physical form so they can be handled, stored, and disposed of in the same ways as all other organizational records.
An effective record schedule specifies which records should be stored and maintained in the organization’s working areas for how long, and when those records should be transferred to off-site storage and for how long.
rendc.org
Whether it is technological solutions or user-oriented innovations, We have put together for you the best sources of HR Interview Questions and Answers, Tech Ideas, and Programming Tutorials."
Get all the latest information on rendc.org
© 2022 | All rights reserved.
RENDC
welcome to www.rendc.org
