14 - Management of Records/Data
Handling, storing, retrieving and depositing of information.
What is it?
Effective control and management of records and data.
It includes: Archiving of records, Identification & indexing of records, Retrieving of stored records (e.g., one business day), Storing records effectively (e.g., preventing deterioration), Proper disposition of records (e.g., privacy considerations) and Establishing record retention time
Why do it? To make certain that agency records are available
To demonstrate effective operation of the management system (all steps performed)
To provide evidence of the achievement of required service quality
To use records to help an agency’s service to improve
To define how long records are kept
Examples Storing of Records: IRS Records (e.g., keep 7 years) and Dispose of complaints (e.g., after 1 year)
Destroying of Records And Data: Shredding, Burn Bag and Trash
Policies on what Data and Records you want to keep and what you should throw away
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