The problem increased as trade and traffic volume expanded over the last few decades, and in particular with the introduction of steel hulls, allowing vessels to use water instead of solid materials as ballast. The effects of the introduction of new species have in many areas of the world been devastating. Quantitative data show the rate of bio-invasions is continuing to increase at an alarming rate. As the volumes of seaborne trade continue overall to increase, the problem may not yet have reached its peak.
Proper records management can help preserve this feature of records. Recent and comprehensive studies have defined records as "persistent representations of activities" as recorded or created by participants or observers.
In contrast, previous definitions have emphasized the evidential and informational properties of records. You may improve this articlediscuss the issue on the talk pageor create a new articleas appropriate. March Learn how and when to remove this template message Not all documents are records.
A record is a document consciously retained as evidence of an action. Records management systems generally distinguish between records and non-records convenience copies, rough drafts, duplicateswhich do not need formal management.
Many systems, especially for electronic records, require documents to be formally declared as a record so they can be managed. Once declared, a record cannot be changed and can only be disposed of within the rules of the system.
Records may be covered by access controls to regulate who can access them and under what circumstances. Physical controls may be used to keep confidential records secure — personnel files, for instance, which hold sensitive personal data, may be held in a locked cabinet with a control log to track access.
An audit trail showing all access and changes can be maintained to ensure the integrity of the records. Just as the records of the organization come in a variety of formats, the storage of records can vary throughout the organization. File maintenance may be carried out by the owner, designee, a records repository, or clerk.
Records may be managed in a centralized location, such as a records center or repository, or the control of records may be decentralized across various departments and locations within the entity.
Records may be formally and discretely identified by coding and housed in folders specifically designed for optimum protection and storage capacity, or they may be casually identified and filed with no apparent indexing.
Organizations that manage records casually find it difficult to access and retrieve information when needed.
The inefficiency of filing maintenance and storage systems can prove to be costly in terms of wasted space and resources expended searching for records. An inactive record is a record that is no longer needed to conduct current business but is being preserved until it meets the end of its retention periodsuch as when a project ends, a product line is retired, or the end of a fiscal reporting period is reached.
These records may hold business, legal, fiscal, or historical value for the entity in the future and, therefore, are required to be maintained for a short or permanent duration. Records are managed according to the retention schedule. Once the life of a record has been satisfied according to its predetermined period and there are no legal holds pending, it is authorized for final disposition, which may include destruction, transfer, or permanent preservation.
A disaster recovery plan is a written and approved course of action to take after a disaster strikes that details how an organization will restore critical business functions and reclaim damaged or threatened records. An active record is a record needed to perform current operations, subject to frequent use, and usually located near the user.
In the past, 'records management' was sometimes used to refer only to the management of records which were no longer in everyday use but still needed to be kept — 'semi-current' or 'inactive' records, often stored in basements or offsite.
More modern usage tends to refer to the entire ' lifecycle ' of records — from the point of creation right through until their eventual disposal. The format and media of records is generally irrelevant for the purposes of records management from the perspective that records must be identified and managed, regardless of their form.
The ISO considers management of both physical and electronic records. Records life-cycle The records life-cycle consists of discrete phases covering the life span of a record from its creation to its final disposition. In the creation phase, records growth is expounded by modern electronic systems.
Records will continue to be created and captured by the organization at an explosive rate as it conducts the business of the organization.Parties are given the right to take, individually or jointly with other Parties, more stringent measures with respect to the prevention, reduction or elimination of the transfer of harmful aquatic organisms and pathogens through the control and management of ships' ballast water and sediments, consistent with international law.
Take a closer look at document and records management—can you break down the differences? Here are the characteristics of each practice.
What’s the Difference Between Document and Records Management? The Difference Between Document and Records Management; The Guide to Document Management; Support & Resources. Office of the Chief Records Officer for the U.S.
Government. Records Management Portals. ARCIS (Archives and Records Centers Information System). Remember, the idea of a quality management system is for you to adequately control your processes and find ways to improve, and the ISO requirements are not intended to get in the way of these benefits.
6 responses to “New approach to document and record control in ISO ”. Need Credits? LOGIN to BPC Online Portal. Make a complaint. Search for Maine Registered Products. Licensing Brochure List of Licensed Companies Offering Mosquito and Tick Control (GotPests site). List of Licensed Companies Offering Control of Invasive Terrestrial Plants (GotPests site).
Non-Agricultural Pesticide Notification Registry [PDF or XLS spreadsheet]. Definition of record control: Administration of documents, files, and records created or received by an organization to ensure proper authorization and procedure for having access to or handling of records.