Record Management Definition

. Introduction

Terre Blanche et al (2006) accentuate that a literature review involves the process of identifying literature relevant to the topic of research, studying the literature and actually writing the review. We live in an age of information, and often what is required from the researcher is not more findings, but an ability to integrate and synthesize the overwhelmingly large volume of information already available on a topic. Skills of the kind needed to do a good literature survey are valued not only in academia, but also in the world of applied research, and these skills form the foundation of good research practice.

Hart (1998), emphasize that a literature review is important because without it, researchers will not acquire an

The Australian Standard AS 4390-1996 defines Records Management as the discipline and organizational function of managing records to meet operational business needs, accountability requirements and community expectations.

Records management is the discipline of applying well-established techniques and procedures to the control of those sources of information, which arises internally within an organization as a result of its own activities (Newton, 1986).

2.2 File tracking tools

Records management unit should have file tracking tools. These are tools used to track the movement of a file around the organisation. File tracking tools help records officers to locate, manage and control the movement of their files. Files are registered when requested outside the Records Management unit. File registrations will help the Records Management Unit personnel to locate them. It acts as a proof of evident as it will contain details of the person who took the file, date and time. The use of tracking tools will save time as the whereabouts of the files will be

Where appropriate, supports should be provided to prevent files from slipping down. Shelves and cabinet drawers which hold current records should be clearly labelled to indicate the file number ranges. Adequate space should be left on shelves or in drawers to allow for easy withdrawal and replacement of files. As more new files are opened, the contents of shelves and drawers may need to be rearranged to allow for the expansion. When this is done, labels will need to be changed.

2.3.1Records Classification System

According to IRMT (1999) records classification systems are required to identify individual files and forms of records, and to indicate the logical relationships between files and records. Without some system for classifying papers, it is not possible to show the links between related files or to file papers consistently and accurately. Whichever system is used in the record office, each file must have a unique identifying reference number. This may be a number or a combination of letters and numbers.

2.4Security of current