Utilisation of records – OPSA Online Learning Portal

Return to course: PD Masterclass: Module 5

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PD Masterclass: Module 5

Resources

Introduction: Time Management
Benefits of time management
Time management techniques
External time wasters in organisations
Internal time wasters in organisations
Prioritising your time
80/20 principles
The Urgent/Important Matrix
Video: Steven Covey Time Management

Being assertive
Creating a productivity journal
The glass jar, rocks, pebbles, sand and water
Chunk, block and tackle
Ready, fire, aim

Tackling procrastination
Nine ways to overcome procrastination
Eat that Frog!
Video: Inside the mind of a master procrastinator

De-clutter
Managing workflow
Dealing with e-mail
Using calendars

Delegating made easy
When to delegate
Who should you delegate to?
How should you delegate
Keeping control
The importance of full acceptance

Video: Records Management
Records management
Electronic communication
Current problems with records management

What is a record?
Analysing and classifying records - record activity or use
Analysing and classifying records - importance of records
Vital records and disaster recovery programme

Creation of records
Utilisation of records
Retention of records - retention schedule
Retention of records - appraisal and value
Retention of records - benefits of a retention and disposition programme
Transfer of records
Disposal of records

Verifying record authenticity

Confidentiality of records
User identification systems
Need for trusted custodian
User procedures to secure records
Document security features

Establishing alphabetic, numeric and subject filing

International Organisation for Standardisation (ISO) - www.iso.org
Summary of ISO / SANS 15489-1 Parts 1-3
Part 4 - Benefits of records management
Part 5 - Regulatory environment
Part 6 - Policies and responsibilities
Part 7 - Records management requirements
Part 8 - Design and implementation of a records system
Part 9 - (a) Process and controls - Introduction
Part 9 - (b) Determining documents to be captured
Part 9 - (c) Determining how long to retain records
Part 9 - (d) Records capture
Part 9 - (e) Registration
Part 9 - (f) Classification
Part 9 - (g) Storage and Handling
Part 9 - (h) Access
Part 9 - (i) Tracking
Part 9 - (j) Implementing disposition
Part 9 - (k) Documenting records management procedures
Part 10 - Monitoring and auditing
Part 11 - Training

Assignment – Time Management
Assignment 1 – Records Management
Assignment 2 - Records Management

Utilisation of records

Records are used by various people during the active stage of its life.