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Record Maintenance

What is Record Maintenance

The process of ensuring the continued authoritativeness of a CONSER record through additions, changes, or deletions:
1- To correct obvious errors
2- To reflect changes in the publication
3- To reflect changes to policies and practices used within CONSER for the bibliographic control of the publication.

Maintenance documentation is any record containing information that you might need to complete maintenance tasks and inspections. It tells you what you have, shows you how to maintain it, and has records of all your past work. Main purpose is to provide reliable evidence of, and information about, ‘who, what, when, and why’ something happened. In some cases, the requirement to keep certain records is clearly defined by law, regulation, or professional practice.
Records support openness and transparency by documenting and providing evidence of work activities and by making them available to the public. Records support quality program and services, inform decision making, and help meet organizational goals.

Types of Records

I. Administrative Records. Records which pertain to the origin, development, activities, and accomplishments of the agency.
II. Legal Records.
III. Fiscal Records.
IV. Historical Records.
V. Research Records.
VI. Electronic Records.

Steps to an Effective Records Management Program

I. Set-up a Records Retention Schedule
II. Policies and Procedures.
III. Accessibility, Indexing, and Storage
IV. Compliance Auditing
V. Disposal of Obsolete Records