Steps in Steps in Records Records

ManagementManagement

CleaningCleaning► Removing out unrelated items from

the Record Room (like waste materials, old computer items, Tyres, Batteries etc.)

► Cleaning the complete area by using Industrial Vacuum Cleaners

► Fixing Exhaust fans and Ionizers for Fresh air circulation

SortingSorting► Taking out the documents and dumping Taking out the documents and dumping

them in their appropriate section (from them in their appropriate section (from section to section) – Sorting Step 1section to section) – Sorting Step 1

► Removing the unwanted documents Removing the unwanted documents from each section and sending them for from each section and sending them for Shredding – Sorting Step 2Shredding – Sorting Step 2

► Sorting the documents in chronological Sorting the documents in chronological order in each Section/Department – order in each Section/Department – Sorting Step 3Sorting Step 3

ShreddingShredding►Shredding is an important process of Shredding is an important process of

removing and secured shredding of removing and secured shredding of expired and unwanted documents expired and unwanted documents which are no more requiredwhich are no more required

► Industrial cross stripped shredders will Industrial cross stripped shredders will be used at this stagebe used at this stage

►NoteNote: An authorised person should be : An authorised person should be appointed from the Client side during appointed from the Client side during this stage this stage

ArrangingArranging► Filing the Records/Documents of Filing the Records/Documents of

appropriate year/subject etc. in appropriate year/subject etc. in each Section/Departmenteach Section/Department

► Arranging these documents in Arranging these documents in Acid free boxes and so onAcid free boxes and so on

► Arranging these boxes in Arranging these boxes in existing Racks with Rack existing Racks with Rack numbering systemnumbering system

Cataloguing, Indexing, Cataloguing, Indexing, Labeling & Scanning Labeling & Scanning

(Digitization)(Digitization)► Preparing Catalogues/indexing and Preparing Catalogues/indexing and

Labeling for each file Labeling for each file ► Scanning the documents and storing Scanning the documents and storing

them in PDF or TIFF format for them in PDF or TIFF format for retrieval using Search Engine retrieval using Search Engine SoftwareSoftware

► Storing these digitized records in Storing these digitized records in External Hard Disk Drives for External Hard Disk Drives for preservationpreservation

OptionalOptional► Conservation ReportConservation Report► Disaster Management PlanDisaster Management Plan► Workshop on Records Management Workshop on Records Management