Summary ARM1505 - Electronic Records Management (ARM1505)

ARM1505 2018




MODULE: ELECTRONIC RECORDS
MANAGEMENT

MODULE CODE: ARM1505


YEAR: 2015-2017


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,Question 1


1.1Define record management policy.
 A record management policy is an essential tool for supporting good corporate
governance and demonstrates an organisation’s commitment to effective record
management practices.

1.2 Explain the importance of developing an electronic record management
policy (5).
 It provide clear guidelines on what records are and why they need to be managed
effectively.
 It explain how good record management will serve the needs of the organisation.
 It sets out general principles and policies relevant to the organisation on specific
aspects of record management
 It also form the basis for implementing new record management programmes after
setting out general principles and policies.
 It identifies statutory or other legal foundations for organisations record keeping.
 Any other



Question 2
2.1 Explain the purpose of a record management policy. Describe the key
components of such a policy (15)
 PURPOSES
 It provides for the requirements that must be met for the records of the organisation to
be considered as authentic and reliable records of the activity of the organisations.
 It provides for the requirements for systems, technology and processes that create,
capture, use and preserve the organisation’s records.
 It provides for the requirements for quality and reliability that must be maintained in
the record-keeping process in order to ensure records are retained as valuable
information and knowledge resources for the organisation.
 It provides for the regular review of the policy and ongoing oversight of the quality of
implementations.
 Any other.

 KEY COMPENENTS
 Glossary
 Resources
 Authorisation

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,  Monitor and review
 Responsibilities
 Legislation and standards
 Policy context
 Policy statement

2.2 Explain three reasons an organisation should establish a formal record
related policy statement and name at least three associated policies that
should be developed to support records policies (10).
 This policy ensures that the right information is captured, stored, retrieved and
destroyed.
 It also ensures that the appropriate technical, organisational and human resources
elements exist to achieve the desired results.
 It ensures that the organisation preserve its records in accordance with all statutory
requirements to maintain an authentic and reliable record of its actions, transactions
and decisions.
 It ensures that all staff involved in managing records will receive the necessary
training.

 Three associated policies
 Best practice principles for organisations
 Data protection legislation
 Access to information legislation
 Information security
 The organisation’s e-government strategy
 Archives management policies
 The management and implementation of technology.
 Any other



Question 3


3.1 Discuss the challenges which records managers and archivists have to
content with when dealing with electronic record (10)
 Electronic records are technology dependent they can only be read with a computer
and it is not possible to hold a computer disk up to the light and read, than as one can
read a paper document.
 If software for retrieval and appropriate hardware are lacking, it gives records and
archivists stress/challenges because electronic records cannot be accessed and
retrieved even if the medium on which they are recorded is preserved.
 The other major challenge of electronic record is technology obsolescence



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