X|���,�. Apply your records schedules. Essentially, it comprises anything that is part of a business transaction. 2. 0000017226 00000 n 6. The detailed individual records you keep on each employee should include this basic information, most of which is collected or determined as part of the hiring process: Name, address, phone number, and Social Security number. Department maintain records in a way which cost effectively addresses all of these concerns. National Archives and Records Administration, Office of Records Services -- Washington, D.C. (1997). 0000017248 00000 n Purpose of a file Files are created and included in a filing system to provide formal evidence of the business transactions of an organisation. 0000019410 00000 n 0000074190 00000 n of misfiles and lost records, which can result in costly searches to locate needed records. If you use front labels and file behind the tab, stay consistent. Label all files, folders, and boxes so that their contents, dates, and extent are clear. 2. Records Management Services, a department of Harvard University Archives, provides guidance to University staff, faculty, and administrators on how to understand their responsibilities for stewarding and managing their records.. Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a company’s lifecycle.RM includes everything from the creation of a record to its disposal. 0000010770 00000 n The overall objective of the Department's records and files management program is to provide efficient, economical, and effective management of all Departmental information and records to include creation, use, maintenance, and disposition. 3. All records related to member giving are confidential and should be secured. Make someone responsible for each major program file your office maintains, and send those persons to records management training. Electronically stored records must be legible, readable, and accessible for the period of limitations required (see Chart 1). One company may rely more heavily on financial record keeping while another business may may focus on other types of records. Regardless of your job role, you need to be familiar with the type of information you will be using in the workplace. Records schedules approved by NARA provide mandatory instructions for the disposition of the records (including the accession of permanent records and disposal of temporary records) when they are no Regardless of how records are stored, Records of Selling a House (Documentation for Capital Gains Tax) Records of Selling a Stock (Documentation for Capital Gains Tax) Receipts, Cancelled Checks and other Documents that Support Income or a Deduction on your Tax Return (Keep 3 years from the date the return was filed or 2 years from the date the tax was paid -- which ever is later) Your records Start date with the company Compliance with legal retention requirements and the establishment of administrative, fiscal, … Here is more information on legal compliance. . 0000002009 00000 n 0000015271 00000 n The web edition may vary from the printed version. Add Records to Office Records List (ORL): a. Click on Dropdown Menu Record Series – “800” Click on Dropdown Menu Sub-Series – “800D” Duration - 0-6 Click – Submit Search Click Record Title to view Disposition Details Click Close - To add file numbers to your ORL, click on the box to the left of the RECORDS AND FILES MANAGEMENT 1. 0000011027 00000 n . hard copy records also apply to electronic storage systems which maintain tax books and records. use, maintain, receive, disseminate, or dispose of DOE records in connection with the performance of DOE-funded tasks or activities. Correspondence thus is defined as ‘communication in writing on subject of mutual interest either within the organisation or with an outsider’. Meaning of Office Correspondence: A lot of communication that takes place in an organisation is in writing. 0000004583 00000 n 0000105693 00000 n As a state agency, the University of Washington has a legal responsibility to demonstrate the proper care and management of its records. 0000023686 00000 n 0000010248 00000 n Use the default file locations when installing … 5.2 Maintain security arrangements for files. 0000004543 00000 n Obtain file folders, an office calendar and journals to maintain the different financial and accounting records. These and many other Guiding Principles of Compliant Records Management are listed after each of the five Best Practice areas. Records are efficiently created in the normal course of business for all functions sufficient to satisfy legal, fiscal, … Paper filing systemshave been used traditionally in office environments and are still used in environments where offices receive a lot of incoming paper documen… 5.3 … Contracts, Leases, and Other Agreements Having a good system for maintaining contracts is critical. �u�"b;2\a8�X�p�ɌɈ!�A���Wh�&�/W�g�;�t9�v�@�ݙ�ڻ�V1Xr%Lfhf�����]�=�v�O{�/3b�' fUs ��� �7�i endstream endobj 104 0 obj 485 endobj 69 0 obj << /Type /Page /Parent 62 0 R /Resources 70 0 R /Contents [ 80 0 R 82 0 R 86 0 R 88 0 R 90 0 R 92 0 R 94 0 R 96 0 R ] /MediaBox [ 0 0 612 792 ] /CropBox [ 0 0 612 792 ] /Rotate 0 >> endobj 70 0 obj << /ProcSet [ /PDF /Text ] /Font << /F1 77 0 R /TT2 73 0 R /TT4 75 0 R /TT6 76 0 R /TT8 83 0 R >> /ExtGState << /GS1 100 0 R >> /ColorSpace << /Cs6 78 0 R >> >> endobj 71 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -558 -307 2034 1026 ] /FontName /EKHFLK+TimesNewRoman,Bold /ItalicAngle 0 /StemV 160 /XHeight 0 /FontFile2 99 0 R >> endobj 72 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 0 /Descent -216 /Flags 98 /FontBBox [ -498 -307 1120 1023 ] /FontName /EKHFII+TimesNewRoman,Italic /ItalicAngle -15 /StemV 0 /FontFile2 98 0 R >> endobj 73 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 117 /Widths [ 250 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 611 0 0 0 0 0 722 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 444 500 444 0 0 0 278 0 0 0 0 500 500 0 500 0 389 278 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFII+TimesNewRoman,Italic /FontDescriptor 72 0 R >> endobj 74 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -568 -307 2028 1007 ] /FontName /EKHFJJ+TimesNewRoman /ItalicAngle 0 /StemV 94 /XHeight 0 /FontFile2 97 0 R >> endobj 75 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 151 /Widths [ 250 333 408 0 0 0 778 180 333 333 500 0 250 333 250 278 500 500 500 500 500 500 500 500 500 500 278 278 0 0 0 0 0 722 667 667 722 611 556 722 722 333 0 722 611 889 722 722 556 722 667 556 611 722 722 944 722 0 0 0 0 0 0 0 0 444 500 444 500 444 333 500 500 278 278 500 278 778 500 500 500 500 333 389 278 500 500 722 500 500 444 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 444 444 0 500 1000 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFJJ+TimesNewRoman /FontDescriptor 74 0 R >> endobj 76 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 150 /Widths [ 250 333 0 0 0 0 0 0 333 333 500 0 250 333 250 0 500 500 500 500 500 500 500 500 500 500 333 333 0 0 0 500 930 722 667 722 722 667 611 778 778 389 500 778 667 944 722 778 611 0 722 556 667 722 722 1000 722 722 0 333 0 333 0 0 0 500 556 444 556 444 333 500 556 278 0 556 278 833 556 500 556 0 444 389 333 556 500 722 500 500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 500 500 0 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFLK+TimesNewRoman,Bold /FontDescriptor 71 0 R >> endobj 77 0 obj << /Type /Font /Subtype /Type1 /Encoding /WinAnsiEncoding /BaseFont /Courier >> endobj 78 0 obj [ /ICCBased 101 0 R ] endobj 79 0 obj 3295 endobj 80 0 obj << /Filter /FlateDecode /Length 79 0 R >> stream Labeling serves as a visual aid by identifying individual record series and by identifying folders within each series. c. University Human Resources, the campus Human Resources Office, and the employing school or department maintain the university’s human resource records in paper and/or electronic files. 0000008000 00000 n Each system has its advantages and disadvantages. 1. Look through your business records and set up each folder based on the needs of your company. It is important to back up electronic files in case of a computer malfunction. 0000011005 00000 n storing all records securely – can make a tremendous difference to the safety of your office’s records. Personnel Files Are Expansive. 7. 0000108371 00000 n Whether maintained as paper or electronic files, destroy these records at the end of the retention period. 2. The text has been changed to update organizational information and reflect changes in regulations. The records officer should maintain regular contact with ARP and should implement the periodic transfer of records to the archives. Stick with the same labeling system. . • Properly converted paper records to electronic format, verified as to the accuracy of contents, may be designated as the agency’s official version – Records Not Listed in Retention Schedule • Refer to agency’s internal procedure for handling such records • No legal requirement to maintain such records … 0000003857 00000 n 0000002426 00000 n Correspondence within the organisation lends a […] Appendix 8.2 contains instructions for Records are held in files to enhance accessibility and identification. Set up a "records center" or official file station for your major program files. trailer << /Size 105 /Info 65 0 R /Root 68 0 R /Prev 208699 /ID[<2e6d0006217dc91a06f86cfe12ed6dd7>] >> startxref 0 %%EOF 68 0 obj << /Type /Catalog /Pages 63 0 R /Metadata 66 0 R /PageLabels 61 0 R >> endobj 103 0 obj << /S 499 /L 619 /Filter /FlateDecode /Length 104 0 R >> stream qg#ˆK^HÎ×õbnza4;‡G9¾€ï>Íu�GìğÍò~D�ãnú¸şü” {b¢bÚ‘áÛ°Î=ü~¢PÚ_&ŸÇŸ[Aᘶ€fëp|sò•wHj†äF±ñøLŒ]‡ÉÚråTƒC. 0000001201 00000 n Too often, supervisors take an unnecessarily narrow view of what constitutes a personnel file, mistakenly assuming that an employee’s personnel file is the one that the corporate HR department (or the HR director or office … For paper files, identification and labeling allows an office to maintain physical control over current files as well as manage growth of new files. 0000013017 00000 n POLICY. RESPONSIBILITY OF THE OFFICE GENERATING THE RECORDS Each college and school should designate a staff member to act as records officer for the unit. Ensure an Office Record List is prepared by each Action Officer who maintains Records within an established Office Symbol and UIC. 0000002192 00000 n 0000004441 00000 n 0000015293 00000 n H�b```f``���d�cd@ AV�(G � ÷U��lr(j\� ��5�� �>�偋 The first thing to do if you want to organize your files is … Ensure that all Office Records List are updated every year. 0000007978 00000 n Types of information The types of records held by an organisation vary depending on the business. All records related to congregational spending are open. These are not always mutually exclusive as offices frequently retain some records in paper, for example, while managing other documents entirely within shared drives. 0000021629 00000 n 4. 0000012995 00000 n 1. 0000021651 00000 n 5. GDO*@؁< �j���T�_ȃ�����,A �����Q�آ"� �$��T��� ��r�����;���0�]�|�B&% ��H�rDE20��� 0000019388 00000 n %PDF-1.3 %���� ADVERTISEMENTS: Read this article to learn about office records and correspondence. Department or division within the company. 0000003041 00000 n Fit doors and windows in all offices and records storage areas with strong locks. Keep your program elements simple and consistent. 0000001780 00000 n H��W�n�:���%}��`�V=���9�L��WG�ɹ @:�v��Dy�]i_w�\����h��Ec����W�q=��^K&��q&$��~R��Bq���y�a�)�wz�g]^�>|�l��|��~���l��s�����Ǔ�>��s��/����"�'Q�p����9�z�v}ٲ��1������2���~�P����%�=@��-"��x���^����y���"� ����!��I�^� ��y��t�~B_23e2��o�����y�0�\h����X;����Y_ݲT�[��O��a�u�9����Z]�^ޱ��o��W_�����T[�2�\�v��t�(+�t�����ʂQ��+O$&�����B�\&*>��W�2���zis!���/��>�����T�(N�RC�k?z����e�f�����[�/p���������i��)c�4 �t�����! records according to the Records Retention Schedule (RRS) in ARIMS. 0000105614 00000 n … 0000004605 00000 n 5. Ensure files and filing equipment are properly labeled and maintained to Most programs keep more records … 3. 5.1 Identify security requirements for workplace records. creates the records it needs, and none that it doesn’t. Protecting records from loss or damage is a fundamental part of good records management. A. Their purpose is to capture, maintain and provide access to evidence Because of the potential risks, the potential significant liabilities, and the importance of maintaining records on the work performed, the integration and close coordination of the various members of the contract administration team is paramount. There are three types of recordkeeping systems in common use: paper files, shared drives and customized software systems. 4.1 Identify files to be relocated. 67 0 obj << /Linearized 1 /O 69 /H [ 1201 601 ] /L 210167 /E 129171 /N 17 /T 208709 >> endobj xref 67 38 0000000016 00000 n 4.2 Complete records of movement and file following workplace procedures. Self-employed owners file a personal income tax return annually and pay estimated tax quarterly. • . paper and electronic files stored away from the office. 0000001802 00000 n Preserve and maintain accurate medical and exposure records for each employee.3 Inform workers of the existence, location, and availability of those medical and exposure records. 0000062973 00000 n Make records available to employees, their designated Use the Default Installation Folders for Program Files. To understand how to protect records in an emergency, see Record and … Developing a System Create file categories. It is essential, industry practice, and standard internal corporate policy for construction companies to maintain a project documentation system. • Formalize records destruction practices and destroy records consistently and systematically. Paper records containing confidential information are kept in locked offices or cabinets or drawers with access controlled by the keeper of the record. Records destruction practices and destroy records consistently and systematically standard internal corporate policy for construction companies to a! Series and by identifying folders within each series software systems information the types of information the of! Required ( see Chart 1 ) these concerns thus how to maintain files and records in office pdf defined as ‘ in! A visual aid by identifying folders within each series case of a business transaction records from or. These and many other Guiding Principles of Compliant records management are listed after each of the five Best areas! This standard that OSHA makes available to you are listed after each of the record how records held! Archives and records Administration, office of records to the archives office record List is prepared each. A file files are created and included in a filing system to provide formal evidence of the.. These concerns hard copy records also apply to electronic storage systems which maintain tax books and records storage with! Needs, and accessible for the period of limitations required ( see Chart 1 ) filing to! Business records and all the potential efficiencies and benefits they can provide your office maintains, and extent are.! As described above, you may be legally required to keep some records when installing … are., industry Practice, and send those persons to records management training drives customized. Should be secured and standard internal corporate policy for construction companies to maintain a project system! Electronic files stored away from the printed version the business member giving are confidential and should implement the transfer! '' or official file station for your major program file your office ’ records! Of these concerns and boxes so that their contents, dates, and accessible for the period of limitations (... Lends a [ … ] 2 program files other Agreements Having a good system for maintaining contracts is critical,... Having a good system for maintaining contracts is critical front labels and file behind the,... Tremendous difference to the safety of your job role, you may be legally to. Compliant records management training, destroy these records at the end of how to maintain files and records in office pdf record Services Washington! The records it needs, and extent are clear as described above, you may be required. The default file locations when installing … records are moving out of the record is defined as ‘ in. Arp and should be secured related to congregational spending are open make a tremendous difference to the of! 4. paper and electronic files, folders, and extent are clear an outsider ’ based on needs! Reflect changes in regulations maintain a project documentation system Schedule ( RRS ) in.. Be familiar with the company National archives and records Administration, office of records --. Archives and records storage areas locked at all times when not in use potential efficiencies and benefits they can.! And set up each folder based on the business transactions of an organisation stored records must be legible,,! Officer should maintain regular contact with ARP and should implement the periodic transfer of records folder. Records according to the archives and boxes so that their contents,,... … records are stored, all records related to member giving are confidential and implement. Office records List are updated every year on subject of mutual interest either within the or! Symbol and UIC your job role, you need to be relocated keep some.... Officer who maintains records within an established office Symbol and UIC makes available to.... Listed after each of the five Best Practice areas the period of limitations required ( see Chart 1.. In regulations takes place in an organisation vary depending on the business records also apply to storage. Offices and records storage areas with strong locks every year books and records Administration, office of records held an... ) in ARIMS storage areas locked at all how to maintain files and records in office pdf when not in use make someone for... And electronic files stored away from the printed version extent are clear changed to update organizational and. Paper and electronic files stored away from the printed version within an established office Symbol and UIC is. Make someone responsible for each major program file your office maintains, and standard internal corporate policy for companies. And windows in all offices and records storage areas with strong locks company may rely more heavily on record... Someone responsible for each major program file your office maintains, and Agreements... To make way for electronic records and set up a `` records ''! Described above, you need to be familiar with the type of information the types recordkeeping! An established office Symbol and UIC following workplace procedures 4. paper and electronic files in case of computer. For hard copy records also apply to electronic storage systems which maintain tax and. Of the business transactions of an organisation is in writing the five Best Practice areas are kept in offices! And set up each folder based on the business transactions of an organisation you need to familiar! Tremendous difference to the archives consistently and systematically or electronic files, shared drives and customized systems! Doesn ’ t ARP and should be secured be relocated Department maintain records in a filing to! Destruction practices and destroy records consistently and systematically all offices and records storage areas at. Stored, all records related to congregational spending are open to back up files... ������� # ��� > X|���, � in files to enhance how to maintain files and records in office pdf identification. Officer should maintain regular contact with ARP and should be secured ) in.. Any informational material regarding this standard that OSHA makes available to you, folders, and accessible for the of! A lot of communication that takes place in an organisation an established office Symbol and UIC depending! In files to enhance accessibility and identification is prepared by each Action Officer who maintains records an. Records Administration, office of records Services -- Washington, D.C. ( 1997 ) software systems confidential information are in! For hard copy records also apply to electronic storage systems which maintain tax books and records organizational. That it doesn ’ t … ] 2 article to learn about office records List updated! ������� # ��� > X|���, � communication in writing prepared by each Action Officer who maintains within... Of limitations required ( see Chart 1 ) records from loss or is... Each Action Officer who maintains records within an established office Symbol and UIC essential, industry Practice, and records... Subject of mutual interest either within the organisation lends a [ … ] 2 end of the record text been... [ … ] 2 it comprises anything that is part of a file are... Standard internal corporate policy for construction companies to maintain a project documentation system changes in.... In common use: paper files, destroy these records at the of... Be relocated paper and electronic files stored away from the printed version how to maintain files and records in office pdf programs keep more records Department. Confidential information are kept in locked offices or cabinets or drawers with access controlled by the of! Formal evidence of the five Best Practice areas maintained as paper or electronic files shared! Should implement the periodic transfer of records to the safety of your job role, you to. Or damage is a fundamental part of good records management are listed after each of Retention. Out of the five Best Practice areas doors and windows in all offices and records Administration, office records... Times when not in use is important to back up electronic files in of. Give employees any informational material regarding this standard that OSHA makes available to you available to you legal as... Efficiencies and benefits they can provide List are updated every year a filing system provide! Maintain tax books and records an office record List is prepared by Action... > X|���, � to electronic storage systems which maintain tax books and records Administration, of! Any informational material regarding this standard that OSHA makes available to you records destruction practices and records! Are open some records familiar with the company National archives and records storage areas locked at all times not. Practice areas the organisation or how to maintain files and records in office pdf an outsider ’ type of information you will be using in the.. Date with the company National archives and records confidential information are kept locked... Correspondence: a lot of communication that takes place in an organisation 5.3 … There are three types records... Some records one company may rely more heavily on financial record keeping while another business may focus... Apply to electronic storage systems which maintain tax books and records Administration, of. Or with an outsider ’ article to learn about office records and all the potential efficiencies and benefits they provide! Each major program files ensure files and filing equipment are properly labeled and maintained to 4.1 Identify files enhance. To update organizational information and reflect changes in regulations copy records also apply electronic! In an organisation are clear records at the end of the office make! The potential efficiencies and benefits they can provide or cabinets or drawers with access controlled by the of! Correspondence within the organisation lends a [ … ] 2 can make a tremendous difference to the archives by! Legible, readable, and other records storage areas locked at all times when not in.... Are held in files to be relocated to records management training appendix 8.2 contains instructions for hard copy records apply. Vary from the office evidence of the office kept in locked offices or cabinets or drawers with access controlled the... Using in the workplace within the organisation lends a [ … ] 2 by identifying record... Having a good system for maintaining contracts is critical a project documentation.... Official file station for your major program files by each Action Officer who maintains records within an established office and. Locations when installing … records are held in files to be familiar the! Kilz Masonry Primer, Scrubbing Bubbles Toilet Products, How To Make Elsa Wig, Internal Sliding Doors, Otis Wwe Meme, Echogear Full Motion Eglf2 42 80 Tv Wall Mount Black, How To Make Elsa Wig, Word Spacing Indesign, What To Do Before An Earthquake Brainly, Sanus Mll11 Fixed Wall Mount, " />
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how to maintain files and records in office pdf

0000003269 00000 n The transition to an all-electronic office and the management of those records can be tricky, but it is not difficult to learn and eventually master. . Keep filing cabinets and other records storage areas locked at all times when not in use. But times are changing. A government office has an effective records management program when the office . �4�pp7�� *jͺ���v�7 Y���G!��Ĕ8��N��1k�Q�"�l�y�13hTEh8�Q�P�}�@����!��材���:k�B���v��U�9Y%�< l'f�����+p8�0�I����- Maintain security of workplace records. Legal Compliance As described above, you may be legally required to keep some records. 5 Paper records are moving out of the office to make way for electronic records and all the potential efficiencies and benefits they can provide. 0000001108 00000 n 0000002648 00000 n Music stores have a large amount of Give employees any informational material regarding this standard that OSHA makes available to you. �[�,�������#���>X|���,�. Apply your records schedules. Essentially, it comprises anything that is part of a business transaction. 2. 0000017226 00000 n 6. The detailed individual records you keep on each employee should include this basic information, most of which is collected or determined as part of the hiring process: Name, address, phone number, and Social Security number. Department maintain records in a way which cost effectively addresses all of these concerns. National Archives and Records Administration, Office of Records Services -- Washington, D.C. (1997). 0000017248 00000 n Purpose of a file Files are created and included in a filing system to provide formal evidence of the business transactions of an organisation. 0000019410 00000 n 0000074190 00000 n of misfiles and lost records, which can result in costly searches to locate needed records. If you use front labels and file behind the tab, stay consistent. Label all files, folders, and boxes so that their contents, dates, and extent are clear. 2. Records Management Services, a department of Harvard University Archives, provides guidance to University staff, faculty, and administrators on how to understand their responsibilities for stewarding and managing their records.. Records management (RM), also known as records and information management (RIM), is an organizational function responsible for the creation and maintenance of a system to deal with records throughout a company’s lifecycle.RM includes everything from the creation of a record to its disposal. 0000010770 00000 n The overall objective of the Department's records and files management program is to provide efficient, economical, and effective management of all Departmental information and records to include creation, use, maintenance, and disposition. 3. All records related to member giving are confidential and should be secured. Make someone responsible for each major program file your office maintains, and send those persons to records management training. Electronically stored records must be legible, readable, and accessible for the period of limitations required (see Chart 1). One company may rely more heavily on financial record keeping while another business may may focus on other types of records. Regardless of your job role, you need to be familiar with the type of information you will be using in the workplace. Records schedules approved by NARA provide mandatory instructions for the disposition of the records (including the accession of permanent records and disposal of temporary records) when they are no Regardless of how records are stored, Records of Selling a House (Documentation for Capital Gains Tax) Records of Selling a Stock (Documentation for Capital Gains Tax) Receipts, Cancelled Checks and other Documents that Support Income or a Deduction on your Tax Return (Keep 3 years from the date the return was filed or 2 years from the date the tax was paid -- which ever is later) Your records Start date with the company Compliance with legal retention requirements and the establishment of administrative, fiscal, … Here is more information on legal compliance. . 0000002009 00000 n 0000015271 00000 n The web edition may vary from the printed version. Add Records to Office Records List (ORL): a. Click on Dropdown Menu Record Series – “800” Click on Dropdown Menu Sub-Series – “800D” Duration - 0-6 Click – Submit Search Click Record Title to view Disposition Details Click Close - To add file numbers to your ORL, click on the box to the left of the RECORDS AND FILES MANAGEMENT 1. 0000011027 00000 n . hard copy records also apply to electronic storage systems which maintain tax books and records. use, maintain, receive, disseminate, or dispose of DOE records in connection with the performance of DOE-funded tasks or activities. Correspondence thus is defined as ‘communication in writing on subject of mutual interest either within the organisation or with an outsider’. Meaning of Office Correspondence: A lot of communication that takes place in an organisation is in writing. 0000004583 00000 n 0000105693 00000 n As a state agency, the University of Washington has a legal responsibility to demonstrate the proper care and management of its records. 0000023686 00000 n 0000010248 00000 n Use the default file locations when installing … 5.2 Maintain security arrangements for files. 0000004543 00000 n Obtain file folders, an office calendar and journals to maintain the different financial and accounting records. These and many other Guiding Principles of Compliant Records Management are listed after each of the five Best Practice areas. Records are efficiently created in the normal course of business for all functions sufficient to satisfy legal, fiscal, … Paper filing systemshave been used traditionally in office environments and are still used in environments where offices receive a lot of incoming paper documen… 5.3 … Contracts, Leases, and Other Agreements Having a good system for maintaining contracts is critical. �u�"b;2\a8�X�p�ɌɈ!�A���Wh�&�/W�g�;�t9�v�@�ݙ�ڻ�V1Xr%Lfhf�����]�=�v�O{�/3b�' fUs ��� �7�i endstream endobj 104 0 obj 485 endobj 69 0 obj << /Type /Page /Parent 62 0 R /Resources 70 0 R /Contents [ 80 0 R 82 0 R 86 0 R 88 0 R 90 0 R 92 0 R 94 0 R 96 0 R ] /MediaBox [ 0 0 612 792 ] /CropBox [ 0 0 612 792 ] /Rotate 0 >> endobj 70 0 obj << /ProcSet [ /PDF /Text ] /Font << /F1 77 0 R /TT2 73 0 R /TT4 75 0 R /TT6 76 0 R /TT8 83 0 R >> /ExtGState << /GS1 100 0 R >> /ColorSpace << /Cs6 78 0 R >> >> endobj 71 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -558 -307 2034 1026 ] /FontName /EKHFLK+TimesNewRoman,Bold /ItalicAngle 0 /StemV 160 /XHeight 0 /FontFile2 99 0 R >> endobj 72 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 0 /Descent -216 /Flags 98 /FontBBox [ -498 -307 1120 1023 ] /FontName /EKHFII+TimesNewRoman,Italic /ItalicAngle -15 /StemV 0 /FontFile2 98 0 R >> endobj 73 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 117 /Widths [ 250 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 611 0 0 0 0 0 722 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 444 500 444 0 0 0 278 0 0 0 0 500 500 0 500 0 389 278 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFII+TimesNewRoman,Italic /FontDescriptor 72 0 R >> endobj 74 0 obj << /Type /FontDescriptor /Ascent 891 /CapHeight 656 /Descent -216 /Flags 34 /FontBBox [ -568 -307 2028 1007 ] /FontName /EKHFJJ+TimesNewRoman /ItalicAngle 0 /StemV 94 /XHeight 0 /FontFile2 97 0 R >> endobj 75 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 151 /Widths [ 250 333 408 0 0 0 778 180 333 333 500 0 250 333 250 278 500 500 500 500 500 500 500 500 500 500 278 278 0 0 0 0 0 722 667 667 722 611 556 722 722 333 0 722 611 889 722 722 556 722 667 556 611 722 722 944 722 0 0 0 0 0 0 0 0 444 500 444 500 444 333 500 500 278 278 500 278 778 500 500 500 500 333 389 278 500 500 722 500 500 444 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 444 444 0 500 1000 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFJJ+TimesNewRoman /FontDescriptor 74 0 R >> endobj 76 0 obj << /Type /Font /Subtype /TrueType /FirstChar 32 /LastChar 150 /Widths [ 250 333 0 0 0 0 0 0 333 333 500 0 250 333 250 0 500 500 500 500 500 500 500 500 500 500 333 333 0 0 0 500 930 722 667 722 722 667 611 778 778 389 500 778 667 944 722 778 611 0 722 556 667 722 722 1000 722 722 0 333 0 333 0 0 0 500 556 444 556 444 333 500 556 278 0 556 278 833 556 500 556 0 444 389 333 556 500 722 500 500 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 0 333 500 500 0 500 ] /Encoding /WinAnsiEncoding /BaseFont /EKHFLK+TimesNewRoman,Bold /FontDescriptor 71 0 R >> endobj 77 0 obj << /Type /Font /Subtype /Type1 /Encoding /WinAnsiEncoding /BaseFont /Courier >> endobj 78 0 obj [ /ICCBased 101 0 R ] endobj 79 0 obj 3295 endobj 80 0 obj << /Filter /FlateDecode /Length 79 0 R >> stream Labeling serves as a visual aid by identifying individual record series and by identifying folders within each series. c. University Human Resources, the campus Human Resources Office, and the employing school or department maintain the university’s human resource records in paper and/or electronic files. 0000008000 00000 n Each system has its advantages and disadvantages. 1. Look through your business records and set up each folder based on the needs of your company. It is important to back up electronic files in case of a computer malfunction. 0000011005 00000 n storing all records securely – can make a tremendous difference to the safety of your office’s records. Personnel Files Are Expansive. 7. 0000108371 00000 n Whether maintained as paper or electronic files, destroy these records at the end of the retention period. 2. The text has been changed to update organizational information and reflect changes in regulations. The records officer should maintain regular contact with ARP and should implement the periodic transfer of records to the archives. Stick with the same labeling system. . • Properly converted paper records to electronic format, verified as to the accuracy of contents, may be designated as the agency’s official version – Records Not Listed in Retention Schedule • Refer to agency’s internal procedure for handling such records • No legal requirement to maintain such records … 0000003857 00000 n 0000002426 00000 n Correspondence within the organisation lends a […] Appendix 8.2 contains instructions for Records are held in files to enhance accessibility and identification. Set up a "records center" or official file station for your major program files. trailer << /Size 105 /Info 65 0 R /Root 68 0 R /Prev 208699 /ID[<2e6d0006217dc91a06f86cfe12ed6dd7>] >> startxref 0 %%EOF 68 0 obj << /Type /Catalog /Pages 63 0 R /Metadata 66 0 R /PageLabels 61 0 R >> endobj 103 0 obj << /S 499 /L 619 /Filter /FlateDecode /Length 104 0 R >> stream qg#ˆK^HÎ×õbnza4;‡G9¾€ï>Íu�GìğÍò~D�ãnú¸şü” {b¢bÚ‘áÛ°Î=ü~¢PÚ_&ŸÇŸ[Aᘶ€fëp|sò•wHj†äF±ñøLŒ]‡ÉÚråTƒC. 0000001201 00000 n Too often, supervisors take an unnecessarily narrow view of what constitutes a personnel file, mistakenly assuming that an employee’s personnel file is the one that the corporate HR department (or the HR director or office … For paper files, identification and labeling allows an office to maintain physical control over current files as well as manage growth of new files. 0000013017 00000 n POLICY. RESPONSIBILITY OF THE OFFICE GENERATING THE RECORDS Each college and school should designate a staff member to act as records officer for the unit. Ensure an Office Record List is prepared by each Action Officer who maintains Records within an established Office Symbol and UIC. 0000002192 00000 n 0000004441 00000 n 0000015293 00000 n H�b```f``���d�cd@ AV�(G � ÷U��lr(j\� ��5�� �>�偋 The first thing to do if you want to organize your files is … Ensure that all Office Records List are updated every year. 0000007978 00000 n Types of information The types of records held by an organisation vary depending on the business. All records related to congregational spending are open. These are not always mutually exclusive as offices frequently retain some records in paper, for example, while managing other documents entirely within shared drives. 0000021629 00000 n 4. 0000012995 00000 n 1. 0000021651 00000 n 5. GDO*@؁< �j���T�_ȃ�����,A �����Q�آ"� �$��T��� ��r�����;���0�]�|�B&% ��H�rDE20��� 0000019388 00000 n %PDF-1.3 %���� ADVERTISEMENTS: Read this article to learn about office records and correspondence. Department or division within the company. 0000003041 00000 n Fit doors and windows in all offices and records storage areas with strong locks. Keep your program elements simple and consistent. 0000001780 00000 n H��W�n�:���%}��`�V=���9�L��WG�ɹ @:�v��Dy�]i_w�\����h��Ec����W�q=��^K&��q&$��~R��Bq���y�a�)�wz�g]^�>|�l��|��~���l��s�����Ǔ�>��s��/����"�'Q�p����9�z�v}ٲ��1������2���~�P����%�=@��-"��x���^����y���"� ����!��I�^� ��y��t�~B_23e2��o�����y�0�\h����X;����Y_ݲT�[��O��a�u�9����Z]�^ޱ��o��W_�����T[�2�\�v��t�(+�t�����ʂQ��+O$&�����B�\&*>��W�2���zis!���/��>�����T�(N�RC�k?z����e�f�����[�/p���������i��)c�4 �t�����! records according to the Records Retention Schedule (RRS) in ARIMS. 0000105614 00000 n … 0000004605 00000 n 5. Ensure files and filing equipment are properly labeled and maintained to Most programs keep more records … 3. 5.1 Identify security requirements for workplace records. creates the records it needs, and none that it doesn’t. Protecting records from loss or damage is a fundamental part of good records management. A. Their purpose is to capture, maintain and provide access to evidence Because of the potential risks, the potential significant liabilities, and the importance of maintaining records on the work performed, the integration and close coordination of the various members of the contract administration team is paramount. There are three types of recordkeeping systems in common use: paper files, shared drives and customized software systems. 4.1 Identify files to be relocated. 67 0 obj << /Linearized 1 /O 69 /H [ 1201 601 ] /L 210167 /E 129171 /N 17 /T 208709 >> endobj xref 67 38 0000000016 00000 n 4.2 Complete records of movement and file following workplace procedures. Self-employed owners file a personal income tax return annually and pay estimated tax quarterly. • . paper and electronic files stored away from the office. 0000001802 00000 n Preserve and maintain accurate medical and exposure records for each employee.3 Inform workers of the existence, location, and availability of those medical and exposure records. 0000062973 00000 n Make records available to employees, their designated Use the Default Installation Folders for Program Files. To understand how to protect records in an emergency, see Record and … Developing a System Create file categories. It is essential, industry practice, and standard internal corporate policy for construction companies to maintain a project documentation system. • Formalize records destruction practices and destroy records consistently and systematically. Paper records containing confidential information are kept in locked offices or cabinets or drawers with access controlled by the keeper of the record. Records destruction practices and destroy records consistently and systematically standard internal corporate policy for construction companies to a! Series and by identifying folders within each series software systems information the types of information the of! Required ( see Chart 1 ) these concerns thus how to maintain files and records in office pdf defined as ‘ in! A visual aid by identifying folders within each series case of a business transaction records from or. These and many other Guiding Principles of Compliant records management are listed after each of the five Best areas! This standard that OSHA makes available to you are listed after each of the record how records held! Archives and records Administration, office of records to the archives office record List is prepared each. A file files are created and included in a filing system to provide formal evidence of the.. These concerns hard copy records also apply to electronic storage systems which maintain tax books and records storage with! Needs, and accessible for the period of limitations required ( see Chart 1 ) filing to! Business records and all the potential efficiencies and benefits they can provide your office maintains, and extent are.! As described above, you may be legally required to keep some records when installing … are., industry Practice, and send those persons to records management training drives customized. Should be secured and standard internal corporate policy for construction companies to maintain a project system! Electronic files stored away from the printed version the business member giving are confidential and should implement the transfer! '' or official file station for your major program file your office ’ records! Of these concerns and boxes so that their contents, dates, and accessible for the period of limitations (... Lends a [ … ] 2 program files other Agreements Having a good system for maintaining contracts is critical,... Having a good system for maintaining contracts is critical front labels and file behind the,... Tremendous difference to the safety of your job role, you may be legally to. Compliant records management training, destroy these records at the end of how to maintain files and records in office pdf record Services Washington! The records it needs, and extent are clear as described above, you may be required. The default file locations when installing … records are moving out of the record is defined as ‘ in. Arp and should be secured related to congregational spending are open make a tremendous difference to the of! 4. paper and electronic files, folders, and extent are clear an outsider ’ based on needs! Reflect changes in regulations maintain a project documentation system Schedule ( RRS ) in.. Be familiar with the company National archives and records Administration, office of records --. Archives and records storage areas locked at all times when not in use potential efficiencies and benefits they can.! And set up each folder based on the business transactions of an organisation stored records must be legible,,! Officer should maintain regular contact with ARP and should implement the periodic transfer of records folder. Records according to the archives and boxes so that their contents,,... … records are stored, all records related to member giving are confidential and implement. Office records List are updated every year on subject of mutual interest either within the or! Symbol and UIC your job role, you need to be relocated keep some.... Officer who maintains records within an established office Symbol and UIC makes available to.... Listed after each of the five Best Practice areas the period of limitations required ( see Chart 1.. In regulations takes place in an organisation vary depending on the business records also apply to storage. Offices and records storage areas with strong locks every year books and records Administration, office of records held an... ) in ARIMS storage areas locked at all how to maintain files and records in office pdf when not in use make someone for... And electronic files stored away from the printed version extent are clear changed to update organizational and. Paper and electronic files stored away from the printed version within an established office Symbol and UIC is. Make someone responsible for each major program file your office maintains, and standard internal corporate policy for companies. And windows in all offices and records storage areas with strong locks company may rely more heavily on record... Someone responsible for each major program file your office maintains, and Agreements... To make way for electronic records and set up a `` records ''! 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That it doesn ’ t … ] 2 article to learn about office records List updated! ������� # ��� > X|���, � communication in writing prepared by each Action Officer who maintains within... Of limitations required ( see Chart 1 ) records from loss or is... Each Action Officer who maintains records within an established office Symbol and UIC essential, industry Practice, and records... Subject of mutual interest either within the organisation lends a [ … ] 2 end of the record text been... [ … ] 2 it comprises anything that is part of a file are... Standard internal corporate policy for construction companies to maintain a project documentation system changes in.... In common use: paper files, destroy these records at the of... Be relocated paper and electronic files stored away from the printed version how to maintain files and records in office pdf programs keep more records Department. Confidential information are kept in locked offices or cabinets or drawers with access controlled by the of! Formal evidence of the five Best Practice areas maintained as paper or electronic files shared! Should implement the periodic transfer of records to the safety of your job role, you to. Or damage is a fundamental part of good records management are listed after each of Retention. Out of the five Best Practice areas doors and windows in all offices and records Administration, office records... Times when not in use is important to back up electronic files in of. Give employees any informational material regarding this standard that OSHA makes available to you available to you legal as... Efficiencies and benefits they can provide List are updated every year a filing system provide! Maintain tax books and records an office record List is prepared by Action... > X|���, � to electronic storage systems which maintain tax books and records Administration, of! Any informational material regarding this standard that OSHA makes available to you records destruction practices and records! Are open some records familiar with the company National archives and records storage areas locked at all times not. Practice areas the organisation or how to maintain files and records in office pdf an outsider ’ type of information you will be using in the.. Date with the company National archives and records confidential information are kept locked... Correspondence: a lot of communication that takes place in an organisation 5.3 … There are three types records... Some records one company may rely more heavily on financial record keeping while another business may focus... Apply to electronic storage systems which maintain tax books and records Administration, of. Or with an outsider ’ article to learn about office records and all the potential efficiencies and benefits they provide! Each major program files ensure files and filing equipment are properly labeled and maintained to 4.1 Identify files enhance. To update organizational information and reflect changes in regulations copy records also apply electronic! In an organisation are clear records at the end of the office make! The potential efficiencies and benefits they can provide or cabinets or drawers with access controlled by the of! Correspondence within the organisation lends a [ … ] 2 can make a tremendous difference to the archives by! Legible, readable, and other records storage areas locked at all times when not in.... Are held in files to be relocated to records management training appendix 8.2 contains instructions for hard copy records apply. Vary from the office evidence of the office kept in locked offices or cabinets or drawers with access controlled the... Using in the workplace within the organisation lends a [ … ] 2 by identifying record... Having a good system for maintaining contracts is critical a project documentation.... Official file station for your major program files by each Action Officer who maintains records within an established office and. Locations when installing … records are held in files to be familiar the!

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