Vision Africa Health & Technology College

Afar Regional State

Samara, 2023

Human Resource Operation

Organizing Office Records

By
Arefayne Eshete Desta
(BA in Accounting & Finance and MBA graduated)
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 Unit Two:
Records management life cycle
Unit Contents:
2.1 Recording life cycle procedural management
2.2 Understanding Organizational rules and regulations
2.3 Making and marking office records

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 2.1 Recording life cycle procedural management

Record life cycle

 A record life cycle refers to how long a record is kept, what actions should
be taken (if any) as the record progresses through various stages of
retention, and what is done with the record when reaches the end of its life
cycle.
 A basic concept in Records Management is the records life cycle.
 The life of a record goes through phases starting from when it is created or
received by the Agency, through to its use, maintenance and temporary
storage before finally being destroyed or archived permanently.

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 Cont’d
2.1.1 Stages of record life cycle
• Creation: The first phase of the records life cycle involves records being
created, collected or received through the daily transactions of the Business
Unit, School, Preschool or Regional Office and can include printed reports,
emails or even phone messages, documents that detail the functions,
policies, decisions or procedures of the agency.
• Maintenance and use: The next phase of the life cycle is the maintenance
and use of the record. This can include filing, retrieving, use, duplication,
printing, dissemination, release or exchange of the information in the
record.

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 Cont’d
 Disposition: At the disposition phase records are assessed to determine
their retention value using general disposal schedules or Records Disposal
Schedules. This leads to either the preservation or destruction of the
record.
 Preservation: When a record has been determined to be of permanent
value to the Agency and/or Community then it is transferred to State
Records of South Australia for permanent archiving and preservation.
 Temporary Storage & Destruction: If a record still has ongoing value to
the Agency it will be temporarily stored either onsite at the agency or
offsite with an approved service provider such as recall. When the
retention date of these records is reached, permission will be sought from
the agency and State Records for their destruction.
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 Figure: - 2.1: Disposal life cycle of record
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 Cont’d

2.1.2 Types of Records

 The following sections will provide general guidance on the disposition of
4 types of records:
 Temporary records
 Permanent records
 Unscheduled records
 Records on legal hold

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 Cont’d
 Records include books, letters, documents, printouts, photographs, film,
tape, microfiche, microfilm, Photostats, sound recordings, maps, drawings,
and a voice, data, or video representation held in computer memory.”
Records are retained for administrative, financial, historical, or legal
reason.

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 2.2 Understanding Organizational rules and regulations
 Organizational Regulations means the organizational regulations of the
Company as in effect upon the Closing Date and attached hereto as exhibit
and as amended from time to time in accordance with the Articles and this
Agreement.
 Regulations and rules are pretty close to the same thing. A regulation is a
bit more formal than a rule – it prescribes the required conduct or action
exactly; Rules are also binding, but, by contrast, describe what is generally
considered to be the proper course of conducted.

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 Cont’d
2.2.1 Benefits of Rules and Regulations
 Following rules and regulations help employees understand what is expected of them and what will happen if they violate the rules. It makes for a stable office environment where people feel safe to come to work, to be themselves and to go about their business

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 Cont’d
 In the most basic sense, the benefits of rules and regulations in business are
that they protect the company.
 By protecting employees, you protect the company from lawsuits.
 Following rules and regulations help employees understand what is
expected of them and what will happen if they violate the rules.
 It makes for a stable office environment where people feel safe to come to
work, to be themselves and to go about their business.
 The result is less turnover, more teamwork and higher company morale.
For the company, bottom line is profit.
 It costs money to recruit and onboard new people.

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 Cont’d
 Lack of innovation or inefficiency results in slower production times, thus
lower revenues.
 Company morale has a direct effect on employee performance, as well.
Happier employees don't call in sick as frequently or come in late.
 People who feel safe at work will speak with coworkers to resolve
problems faster and more effectively.
 So, by having everyone follow properly communicated rules and
regulations, the team does better; thus, the company makes more money.

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 2.3 Making and marking office records
 The mark on a record is temporary, and disappears when the current
session ends.
 The Mark method is valid for the specific record instance/variable, and not
shared between all variables of the same record type in a session.
 You can use the marked only (Record) Method to activate a special filter
where your view of the table includes only records marked by the Mark
(Record) method.

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 Self-check tests
Test I - True false items
• Write true for the correct answer and false for incorrect answer

• 1. A regulation is a bit more formal than a rule – it prescribes the required

conduct or action exactly.
• 2. A record life cycle refers to how long a record is kept.

• 3. Creation the last phase of the records life cycle involves records being
created, collected or received through the daily transactions of the
Business.
• 4. Records are no more important for office.

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 Test II - Matching
Instruction: Match the correct answer from “B” column to “A”
column.

“A” “B”
1. ……..Maintenance and use A. Action to preserve the data
2. ……..Creation B. The act of dispose
3. ……Preservation C. Filing, retrieving, use
4.……..Temporary storage and D. Types of recording
destruction
5. ……..Disposition E. The first phase of record life cycle
F. recording of data onsite and out site

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 Cont’d
Test III - Give short answer for the following questions.
1. List and discuss types of record.
2. Discuss about record life cycle.
3. Discuss about benefits of record rules and regulations
4. Show the procedure of record life cycle.

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 Reference
Organize Office Records and Information: LSA HRM2 M03 1122 - Teaching,
Training and Learning Materials (TTLM), published by Ethiopian Ministry of
Labor and Skill, November, 2022 Addis Ababa, Ethiopia.

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