What is Recordkeeping?What is Recordkeeping?

السجالت؟ هي السجالت؟ ما هي ما

Learning ObjectivesLearning Objectives

At the end of this session we will know:

• What a record is

• what recordkeeping is

• Why recordkeeping is of value to the Municipality.

• Where records are located on the Municipality information environment

• A record is most simply defined as "evidence of an event".

• Records are information created, received, and maintained as evidence.

What are recordsWhat are records??

Your RecordsYour Records

• How do records help you run your life?• They provide you with identity. (passport, visa)• They authorise you to do things. (Drive a car, open a bank account)• They display your achievements (resume, CV, qualifications)

• What other ways do records help you?????

• Records are 'fixed', that is, they document particular actions that occur at particular times.

• Records are traditionally regarded as documents in paper files or bound volumes.

• In fact, records can exist in any physical format, such as photographic prints, video cassettes, microfilm and a multitude of electronic formats, including E-mails

• Why do you think the Municipality wants to have it’s records in paper and electronic formats???

Records possess certain Records possess certain characteristicscharacteristics

What is recordkeepingWhat is recordkeeping

• The making and maintaining of complete, accurate and reliable evidence of business transactions in the form of recorded information.

• First, it is the understanding that records have a unique, evidential, value and purpose - in addition to the value and purpose they have as information.

لتتضمن ثانيا : • وغرض قيمة وذات بحقائق مثبتة فريدة، سجالت بأنها التام اليقينفائدة ذات معلومات

• Second, it is the understanding (still developing in respect of digital records) of how to ensure they are made and kept so that their unique value and purpose is preserved

تجعل ثالثا:• بطريقة وحفظها تكوينها تم قد سجالت بأنها التأكد بكيفية الفهم عملية( االلكتروني ( التطوير تحت معين وغرض فريدة خصائص ذات منها كل

Why RecordkeepingWhy Recordkeeping??السجالت؟ نحفظ السجالت؟ لماذا نحفظ لماذا

• Good recordkeeping:•: سليمة بطريقة السجالت حفظ إن

• improves operational efficiencyالعمل • في العمليات أداء من يحسن

• supports public accountabilityالعامة • المسؤوليات يدعم

• contributes to corporate memoryالبلدية • تاريخ حفظ في يسهم

• Good recordkeeping is essential for good government!!!ناجحة • حكومية دائرة أو حكومة ألي أساس صحيح بشكل السجالت حفظ

• Can you think of examples of these points???

Where do an organization’s records Where do an organization’s records come from? (1)come from? (1)

• Records are by-products of business activity

• Records are inextricably linked with the transactions and broader business functions that they document

• It is the transactions that provide records

Where do records come from? (2)Where do records come from? (2)

• What is a transaction?

The smallest unit of business activity.

• A particular instance in the performance of an activity.• Transactions are exactly what records document

For example:

– Receipts – Letters– Agreements– Position papers

Records and TransactionsRecords and TransactionsBusiness ActivityBusiness ActivityIssuing and managing individual shop, restaurants, tables, fridges, storage, grounds and Issuing and managing individual shop, restaurants, tables, fridges, storage, grounds and parking leasesparking leases

TransactionRecord

Application for Lease Lease application form

Markets Department Rental Committee meeting

considers the application and make a decision. Minutes of meeting

Correspondence with applicant Letter to applicant regarding Rental Committee

decision

Payment of annual rent receipt issued for one years rent

Records and Information (1)Records and Information (1)

• Creating a culture that values information, and uses it effectively, is a challenge for every organisation.

• Different users and stakeholders have different perceptions of the importance of information, and as such, it is not managed and valued in a consistent manner across an organisation.

Records and Information (2)Records and Information (2)

• With the exponential growth of information it is becoming increasingly important that organisations recognise information as an asset; something that has value, is measurable, and which can be utilised, like other assets, as a strategic business tool to further the fulfilment of an organisation’s strategies.

Revision TestRevision Test

• What is the key element of a record?a) It contains Information

b) It is a paper document

c) It contains evidence

• What is recordkeeping focused ona) Capturing evidence

b) Providing information

c) The coming weekend