Categories of records. Types of Records 2022-12-11
Categories of records
Records are documents or pieces of information that are created, received, and maintained as evidence of an organization's activities, policies, decisions, procedures, and transactions. They can take various forms, such as papers, electronic files, photographs, audio or video recordings, and can be used for various purposes, such as providing evidence of compliance, supporting decision-making, enabling accountability, and informing the public.
There are several categories of records, each with its own characteristics and functions. Some of the main categories of records are:
Administrative records: These are records that document the day-to-day operations and activities of an organization, such as policies, procedures, correspondence, reports, minutes of meetings, and budget documents. Administrative records provide evidence of how the organization functions, communicates, and makes decisions, and are often used for internal management and control purposes.
Financial records: These are records that relate to the financial transactions of an organization, such as invoices, receipts, bank statements, payroll records, and budget documents. Financial records provide evidence of the organization's financial health and performance, and are often used for accounting, auditing, and financial reporting purposes.
Legal records: These are records that relate to the legal affairs of an organization, such as contracts, leases, deeds, patents, trademarks, and litigation documents. Legal records provide evidence of the organization's legal obligations and rights, and are often used for legal defense and dispute resolution purposes.
Personnel records: These are records that relate to the employees of an organization, such as resumes, job applications, performance evaluations, training records, and employee benefits documents. Personnel records provide evidence of the organization's workforce and management of human resources, and are often used for recruitment, retention, and personnel management purposes.
Customer records: These are records that relate to the customers or clients of an organization, such as orders, invoices, payment records, and customer service logs. Customer records provide evidence of the organization's interactions with its customers and the products or services it provides, and are often used for customer service, sales, and marketing purposes.
In conclusion, records are a vital part of any organization, as they provide evidence of its activities, policies, decisions, and transactions. Understanding the different categories of records and their functions can help organizations manage their records effectively and efficiently, and ensure that they are available when needed for various purposes.
Personnel Records: The 6 Types You Should Keep [+Definition]
Census records after 1940 are not yet openly available. Without precise personnel records to serve as a guide, any number of issues can crop us when trying to initiate this modification. The main documents to file include general information name, address, phone number ; hiring forms application, resume, job description ; official employee agreements union contracts, non-compete agreements ; compensation or salary data; performance evaluations; and post-employment information termination letter, final review. Legal computer image by martini from Records management plays a vital role for organizations that produce many legal documents. Each state has a different set of laws about how the court system is structured, so the types of records available and where they are held vary greatly. The IF4IT believes that starting with a common foundational list and customizing is always easier than starting from scratch, for everything. Disposition of real estate and personal property.
Types of Records
Each census recorded somewhat different information, so it can be helpful to find your ancestor in every census possible. Naturalization documents can list a person's name, age, witnesses, and place of origin. Prioritization of Record Types Not all Record Types will have the same priority for every enterprise. Records of public or legal transactions such as court records. Records are classified according to their business function.
Categories of Records in Records Management
Detailed obituaries were not common previous to the 1880s and deaths may not have been recorded in newspapers at all previous to the mid to late 1800s. These documents are things like a resignation or termination letter, final performance appraisal, and final paycheck. Cage holds a Bachelor of Science in business administration from DeVry University. Why is it important to keep personnel records? Caution: Information in compiled records is considered secondary not recorded near the time of the event. Recent death certificates may be protected by privacy laws, which vary by state, and can generally be ordered from the state government for a fee. Personnel records should be kept for each employee from the official date of hire.
Information about the handwriting and languages used where the family lived. Obituaries or death notices were often recorded a few days after a person's death and may include information such as death date, age at death, birth information, names of parents, or names of residences of living relatives. These records may include important information on individuals, corporate bodies including their problems and conditions, and significant historical events. It's important to the existence of a corporation that a library of legal files be kept. However, with up-to-date records, salary revisions can happen seamlessly, thanks to the current data and percentages provided.
Genealogy Record Types
After records have served their primary administrative purpose, it may be necessary to preserve them to document the expenditure of public monies and to account for them for audit purposes and requirements. Members of the Church of Jesus Christ of Latter-day Saints will also want to learn if temple ordinances have been performed for their ancestors. For example, the category Customer Account Records can act as a Catalogue that leads to all Indices which further allow you to access and retrieve all Sales Account Records in any order or subset that you care about e. Information about how to do research, either in general or specific to a time period, place or group of people. Administrative Records Records which pertain to the origin, development, activities, and accomplishments of the agency. Digitizing your personnel records Updating your personnel records is a necessary part of any well-organized HR department, and yet, handling all of that paperwork can feel like a daunting and never-ending task.
Chapter 7 Flashcards
. You cannot select an appropriate record unless your objective is clearly defined. The operational value is the usefulness of a record in the conduct of an organization's business. When you know which kind of source you want, the following guidelines will help you choose from these categories of records: 1 compiled records, 2 original records, 3 background information, or 4 finding aids. Use finding aids after you have selected a record and if you need help locating the record or finding a person in the record. They include two record types, family histories, and collections including databases such as Ancestral File. Books and tools necessary to locate and learn about places where ancestors lived.
They may help to establish a person's residence, help to distinguish people of the same name in the same place, indicate the financial status of a family, or give indirect evidence of death and family members. Records that show where people lived. For example, county boundaries often changed over time as people moved to an area, therefore a person could have lived in more than one county even if they lived on the same piece of land. Or, they define categories in a way that do not clearly align with the names and meanings other Data, Information, and Knowledge Management professionals work with, creating conflicts of understanding in the work place. The information in a directory was generally gathered in the previous year.
Identify a Category of Sources • FamilySearch
How to Use This Site Video. It is very important to understand that Electronic Digital Records are stored on devices that may be considered Physical Records. Death records usually include the date of death and the place of death and they may include details such as birth date and place, names and birth places of parents, last place of residence, and the name of the informant providing the information. Birth records could have been recorded by the local government or occasionally recorded in the local newspaper. Records about an individual or family created specifically by the person. You will find all the information you need to apply right here. Yearbooks may contain photographs of individuals attending the school and information about the school activities they were involved in.
Browse our online collection of record titles for awe-inspiring handpicked videos and photos in our curated galleries. Genealogical sources can be grouped into two divisions, each with two categories. These include three basic categories. There is no substitute for learning about records in order to select the best records to search. Industry-Based Customization of Record Categories The For example: Medical Records for the medical industry, Clinical Records for the pharmaceutical industry, Investment Records for the financial investment industry, etc.
Probate records often list names of the relatives of the deceased and may give financial or other details. The industry you work in will drive priorities. Photographs, emails and files are considered as records. Understanding the history of the area where your ancestor lived can be helpful to understand what their life may have been like and to give background information or other clues that can be helpful. They may include county histories, town histories, other types of histories, collections of biographies, genealogies of families, collections of records for a specific area, etc. In most circumstances, employee personnel files should be treated as private records that belong to the organization and the corresponding employee. Well-managed files are the best way to cite employee promotions, pay raises, disciplinary actions, or even termination, and this sort of physical evidence can go a long way in guaranteeing a fair and balanced decision.