An archive is a written document, paper, type, print, or certified material extracted from a computer print for possible future use. An archive is an important document prepared by an authorized official for a specific purpose and kept for proof or information.
Archive management is the process of keeping the information, data, and evidence created by an individual, organization, or organization in the course of daily work in a systematic and orderly manner so that it can be used in the future.
Purpose of records management
- Use as evidence
- Provide necessary information to employees
- To keep the evidence, information documents, etc. in the office in a systematic and scientific manner and in a safe manner.
- To keep the documents received and sent in the office organized according to the thematic field registration order or using any sign.
- Receive records immediately when needed.
- It will be easier for the new employees who come to the office to understand the subject matter of the records.
- Protect missiles, documents, and any documents from insects, termites, cold, etc.
- With good records management, the service flow becomes efficient, fast, and effective and also enhances the beauty and reputation of the office.
The need for record management
- To make the work simple, effective, and economical by keeping any organization organized and dignified
- To maintain the integrity of important documents.
- To control possible manipulation in decision making
- To achieve effectiveness in inspection, supervision, monitoring, and evaluation.
- To provide support for future policy plans, programs, budget formulation.
- Protect important documents.
- To arrange for proper storage of more information and data with less investment of resources.
- To strengthen the institutional memory
- To wash unnecessary and expired documents by classifying them on the basis of importance and usefulness.
- To transfer the responsibility of the document, to transfer, to hand over the responsibility
Record Management Cycle
Archive management includes activities ranging from creating or receiving an archive to its use, storage, reuse, and finally washing. This life cycle of records is called the record management cycle.
- Problems related to records management in Nepal's public administration
- Records management is not an administrative priority.
- Record keeping in the traditional way
- Lack of appropriate policy on records management.
- Unable to retrieve records while searching.
- Due to unorganized records, the influence of intermediaries has been seen in some places.
- The staff working in the records management branch do not have high morale.
- The Barbujharath process is just a formality.
- The old records are in a state of decay by insects and termites, without proper protection.
- Lack of skilled staff, lack of other resources, and lack of willpower to use new technology.
- Change resistance culture still exists in the staff.
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- To formulate appropriate policy regarding records management.
- As the technology-based archiving system continues to evolve, the use of MIS will gradually expand to all bases.
- Proper management of resources,
- To provide adequate training to the employees
- Archiving of archeological and historical records
- To make it mandatory to wash the overdue records in accordance with the law
- Involve records management with employee Kasmu
- Making the process of barrage meaningful during transfer
- Proper management of archives, keeping dry, use of pesticides, etc.
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