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Electronic Records Management Checklist


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This checklist is a good guidance to manage electronic documents, records and information that are used in your daily practice. The guidance refers to any items of electronic records flow created in the process of your work.

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Order 750 checklists in MS Word and PDF printable format at $49.99 USD only. BUY NOW! 

1. Defining the purpose of the checklist

  • To have the necessary records on hand which enable you to perform your tasks
  • To find the needed information quickly
  • To share information with staff members who have access
  • To retain the records you have in accordance with legal obligations and corporate requirements
  • To provide evidence of your activities if required
  • To use the space at your disposal effectively

2. Creating records

  • Use templates and patterns where possible to classify digital information and records, e.g. templates for meeting organization
  • Along with templates, you can generate and apply a standard style for corporate records keeping, e.g. logos, terminology and content
  • Create records that show in details how decisions have been made. Also maintain records of any actions and transactions which impact on your work
  • Create records always ensuring that they meet any legal/contractual obligation
  • When working with records, always comply with the corporate data protection requirements
  • No matter if a record is created for personal or group use, it'd include the name of record creator, his/her job title and the date of last revision
  • The record should have explanation and meaning of any codes or abbreviations used within the text
  • Use only static links in records and avoid using dynamic links, because when a record changes, dynamic links are difficult to maintain to keep the record accurate

3. Naming records

  • Ensure that the filename of records clearly indicates their content
  • Input standard terms to describe records. Vague and common terms (ex. 'miscellaneous' and 'the rest' or 'draft' and 'plain report') should be avoided as the first word in the filename
  • Use the title of records as the filename in most circumstances
  • You may include the date (in standard format if it's a necessary component of records
  • You may use an individual's name as a part of the filename. The surname should be first
  • Input version numbers and latest editions of records in the filename
  • Keep all your records in folder structure. Each new ...

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