Dear All, Can any one please suggest me best ways of organisational record management. Best Regards PK
From India, Madras
Dear Pattu Kutty,
You could have given little more information about you and nature of your work. Which records you are talking about? "Organisation" consists of several department and every department needs to maintain records. Retention period of some records is statutory requirement. For others it is for the organisation's convenience.
By the way, are you student or professional? Is this your academic query?
Click the following link to read my reply of some past post. It will give reply to your query, though partially:
Dinesh V Divekar

From India, Bangalore
Thanks for your response. I am a Professional and my job is to take care of Records of the whole organisation i.e all departments. Since it is not a very common domain i request inputs from experienced professional , through this forum, for their inputs on the ideas which can be implemented for record management.
Thanks once again

From India, Madras
I would like to know the process for soft as well as hard form of record maintenance i.e in disks as well as physical copies. best ways of storage considering the changing trend of technologies.

From India, Madras
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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