Subscribe to our blog. Share this article. Related Blog Articles. The Real Costs of Document Storage. See All Articles. Ready to Get Started? The same principles apply to electronic records and non-textual records. A collection of photographs or sound recordings could form a series if they're maintained as a group for any of the reasons mentioned; a set of completely unrelated photos shouldn't be placed in the same series just because they're all photos. The Case Western Reserve University Archives describes the first step when creating a records inventory is to locate all your records.
If you're a new one-person business, everything may be sitting on your laptop or the drawers of your desk. Keeping track of records gets tougher as your business grows, moves to a new location, or adds more employees. The first step in creating your inventory is knowing what you have. Say your business occupies a small building with a dozen rooms and eight or nine computers.
Go through the building room by room, writing down where records are stored and which records are in each location. Check on shelves, in file cabinets, in desks, behind doors and in closets. Identify what records are on each computer, as well as CDs and other digital-storage methods. Archiving with Filing Room once filled Yes No. Previous Next. View Larger Image. Introduction Are you a business owner worried about where to store the records for your enterprise?
Accounting rules in Kenya and the world Each and every country has a different set of laws governing the operational and accounting requirements of the companies that call it home. What is the law in Kenya? For most business es, providing financial information for a 3-month period will require the use of records from many months outside the 3-month period — such is the nature of accounting.
Why must records be kept for 7 years? Related Posts. Kenyan business in What you need to know about opening up in December and a potential revolution of enterprise.
October 29th, 0 Comments. September 10th, 0 Comments. June 4th, 0 Comments. Inefficient records management could mean businesses are sitting on a ticking bomb. May 21st, 0 Comments. April 27th, 0 Comments. Quick Quote. Security Measures. Electronic Security We are located within a compound with hour manned security and we have the following systems fitted: Automatic Alarm System IP CCTV system Access Control System For sensitive data we have secure lockable storage units where, if required, you can retain sole access or we can operate a dual-key system.
Fire Prevention Measures. Our Fire preparedness consists of three stages — Prevention, Detection and Suppression. Prevention We do not allow naked lights or smoking on the premises. In silent hours mains electricity is switched off leaving a separate system to run the alarms, CCTV and security systems. The inventory should also note collections of nonrecord materials to permit their proper management.
The inventory process should begin with current records in office space and concentrate on the program records maintained there; that is, on those records documenting the unique, substantive functions for which an agency or office is responsible. Less detailed attention can be given to administrative, or housekeeping, records held in many or all offices that are already described and scheduled in the General Records Schedules GRS.
When describing program records, special attention should be given to those records likely to be proposed for permanent retention. An agency establishing a disposition program need not conduct the inventory simultaneously in all locations or complete all of it before beginning the scheduling process. Instead it may inventory and schedule records incrementally, that is, office by office or function by function, until all are covered. An agency with an established disposition program should conduct an inventory if it begins a new program or undergoes a reorganization affecting program responsibilities.
It should also use the inventory to identify records management problems, including any inadequacies in the schedule or its application.
0コメント