Explain the types of record management.
1 Answer
Records can be collected from two sources i.e. internal and external sources.The records can be classified into the following types:
On the basis of Nature
On the basis of nature of document, the records can be classified as below:
- Correspondence record:
Correspondence record includes letters, circular, notice, memo, inquiries, order etc which are either sent by the organization or received by itIt is the written matter of office.
- Personnel record:
The records which are related to the personnel or employees of the organization are known as personnel records. Personal history, admission, salary, grade, promotion, retirement and other relevant information of the employees are kept.
- Accounting record:
The records which are related to financial aspects of the organization is called accounting records. Invoices, cash memos of different departments and units are included under it.
- Legal records:
The records which are kept to meet the legal formalities as per the government rules and regulation are called legal records. A copy of a contract, mortgage deed, business commencement letter, income tax, sales tax is included it.
- Miscellaneous records:
The records which are not by the above type of records are included in the miscellaneous records. Record of social activities, advertisement campaign, new product feasibility report is included under it.
On the basis of Retention
On the basis of records, record may be classified as follow:
- Permanent records:
The records which are preserved over a long period of time are called permanent records. the following documents fall under permanent records:
Memorandum of association
Articles of association
Registration certificate
Permanent Account Number certificate
Documents of properties
- Most important records
The records which can be destroyed after 20 years of the job competition are called the most important records.
- Important records
The records which can be destroyed after 10 years of the job competition are called important records. The following documents fal under important records:
Annual report
document related to employee's vacancy
contract etc.
- Most useful records
The records which can be destroyed after 5 years of the job competition are called most useful records. The following documents fall under most useful records:
Circulars and copy of letters sent for general information.
- Useful records
The records which destroyed after 3 years of the competition is called useful records. The following documents fall under useful records:
Documents relating to contracts and donations.
Ordinary letters, inter-office letters, banking statements, etc.
- Less useful records:
The records which can be destroyed after 1 year of the job competition is called less useful records.