Dear All, Can anyone please suggest to me the best ways of organizational record management. Best Regards PK
From India, Madras
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From India, Madras
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Dear Pattu Kutty,
You could have given a little more information about you and the nature of your work. Which records are you talking about? "Organization" consists of several departments, and every department needs to maintain records. The retention period of some records is a statutory requirement, while for others, it is for the organization's convenience.
By the way, are you a student or a professional? Is this your academic query?
Click the following link to read my reply to some past posts. It will partially address your query:
https://www.citehr.com/457085-employ...ml#post2045789
Thanks,
Dinesh V Divekar
From India, Bangalore
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8219You could have given a little more information about you and the nature of your work. Which records are you talking about? "Organization" consists of several departments, and every department needs to maintain records. The retention period of some records is a statutory requirement, while for others, it is for the organization's convenience.
By the way, are you a student or a professional? Is this your academic query?
Click the following link to read my reply to some past posts. It will partially address your query:
https://www.citehr.com/457085-employ...ml#post2045789
Thanks,
Dinesh V Divekar
From India, Bangalore
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Thanks for your response. I am a professional, and my job is to take care of records of the whole organization, i.e., all departments. Since it is not a very common domain, I request inputs from experienced professionals through this forum for their ideas on what can be implemented for record management.
Thanks once again, PK
From India, Madras
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Thanks once again, PK
From India, Madras
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I would like to know the process for both soft and hard forms of record maintenance, i.e., in disks as well as physical copies. The best ways of storage should consider the changing trend of technologies.
Thanks,
PK
From India, Madras
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Thanks,
PK
From India, Madras
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Dear PK,
I am not aware of size and structure of your company.
I am just suggesting you a guide line to move as under:
Put numbering giving identification on each file/ document for each department:
Unit Code-Branch Code/Division/ Department/ File No. or Document No.
Suggested as:
A-001/ - For Office of CMD
B-001/ - For Head office
B-001/ CS - For Company Secretary
B-002/L&D - For Legal Dept
B-003/ Fin - For Corporate Finance- Concurrence/ Payments
B-004/ HR - For Corporate Human Recourse - Recruitment/ Salary/ ….
B-005/ Engg - For Corporate Engineering - Mechanical/ Electrical/ Civil/….
C-001/ Manufacturing Division - Delhi
C-001/ 01 - Office of GM
C-002/02 - For Finance
C-002/03 - For HR
C-002/04 - For Production
C-002/05 - For Quality Assurance/ Inspection
You can standardize the File Numbering as suggested above and extend these to departmental level. All documents shall be numbered accordingly.
Similarly, Open Folders and sub-folders as above in your server/ computer to keep soft copies/ scanned images in those sub-folders.
Competent authority of your company shall make a policy for keeping records as under:
A) Documents to be kept for life time
B) Documents to be kept for 20 Years (max.)
C) Documents to be kept for 10 Years (max.)
D) Documents to be kept for 3 years (max.)
The area where hard copies are kept is called “Record Room” and have restricted entry.
The server shall be kept at distant location with permission ID & password allotted to a few computers kept at sanctioned locations from where old records can be viewed with or without facility of taking copy..
Accordingly all documents shall be numbered, maintained and reviewed periodically for record keeping.
AK Mathur
From India, Delhi
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I am not aware of size and structure of your company.
I am just suggesting you a guide line to move as under:
Put numbering giving identification on each file/ document for each department:
Unit Code-Branch Code/Division/ Department/ File No. or Document No.
Suggested as:
A-001/ - For Office of CMD
B-001/ - For Head office
B-001/ CS - For Company Secretary
B-002/L&D - For Legal Dept
B-003/ Fin - For Corporate Finance- Concurrence/ Payments
B-004/ HR - For Corporate Human Recourse - Recruitment/ Salary/ ….
B-005/ Engg - For Corporate Engineering - Mechanical/ Electrical/ Civil/….
C-001/ Manufacturing Division - Delhi
C-001/ 01 - Office of GM
C-002/02 - For Finance
C-002/03 - For HR
C-002/04 - For Production
C-002/05 - For Quality Assurance/ Inspection
You can standardize the File Numbering as suggested above and extend these to departmental level. All documents shall be numbered accordingly.
Similarly, Open Folders and sub-folders as above in your server/ computer to keep soft copies/ scanned images in those sub-folders.
Competent authority of your company shall make a policy for keeping records as under:
A) Documents to be kept for life time
B) Documents to be kept for 20 Years (max.)
C) Documents to be kept for 10 Years (max.)
D) Documents to be kept for 3 years (max.)
The area where hard copies are kept is called “Record Room” and have restricted entry.
The server shall be kept at distant location with permission ID & password allotted to a few computers kept at sanctioned locations from where old records can be viewed with or without facility of taking copy..
Accordingly all documents shall be numbered, maintained and reviewed periodically for record keeping.
AK Mathur
From India, Delhi
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