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Records Control

Records Control. A Comprehensive RIM Program Records Inventory Create or improve an Electronic System Develop a legally valid records retention schedule Establish a vital records protection plan Develop a system for active records Use electronic imaging when you can.

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Records Control

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  1. Records Control • A Comprehensive RIM Program • Records Inventory • Create or improve an Electronic System • Develop a legally valid records retention schedule • Establish a vital records protection plan • Develop a system for active records • Use electronic imaging when you can

  2. Develop a system for managing inactive records • Assure that historical be properly archived • Use RIM software as much as practical • Develop a Records Management Manual • Conduct internal Records Audits – test the plan and how it is working. • Create a Disaster Recovery Plan for emergencies & disasters • Efficiency, Cost, & Performance Controls • Cost-benefit ratio

  3. Efficiency Standards • Misfiled <3% of total number • Can’t find <1% • Time to find a file , 2 to 3 minutes • Cost Control • Labor costs are the highest. If you can reduce labor costs you will usually save the organization money. • Controlling Records Creation • Correspondence (internal & external) • Labor Costs for dictating & transcribing correspondence are high & rising.

  4. Copy Control • Select less expensive methods & supplies • Standardize the make and model of copiers throughout the organization • Calculate per copy costs frequently • Charge all copying costs to the department • Use an access card or password or number • Encourage people to copy only what is absolutely necessary. DON’T OVERCOPY • Don’t file extra copies of anything for very long.

  5. Forms Control • Determine the number & use of forms • Eliminate unnecessary forms • Standardize form size, paper quality, & design features • Make the forms efficient • Establish efficient procedure for printing, storing, & distributing forms. • Types of Forms • Single copy • Multiple copy • Continuous forms • Electronic forms

  6. Electronic Document Management System • Document Management System: a system used to regulate the creation, use, and maintenance of electronically created documents. • Links paper, image, & electronic documents into one flexible & expandable document management system. • Allows for gradual conversion from paper to electronic. • Incorporates global technologies

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