Interview Questions.

Question 1. What Is A Record?

Answer :

Records are the outputs that detail every and each business and administrative transaction of the University and incorporate data approximately our students, contributors of group of workers and all our outside contacts. They are the crucial aid for the University's powerful continuation. They additionally form the University's collective memory that have to be to be had past the reminiscence or operating existence of any single member of group of workers.

A document in itself is a kind of document, but so is the statistics that describes the file while it bureaucracy a separate entity. For instance, an access in a library catalogue (whether on card or in a laptop database) which records the author, title and place of the e book, is as tons a record as the book itself.

Question 2. What Is Records Management?

Answer :

Records control is a system for the systematic control of all information and the facts or facts that they incorporate. Traditionally these had been hung on paper, or extra recently on microfilm or fiche, but are now held an increasing number of inside digital structures.
The middle concept is the life cycle of statistics, which sees information having a chain of stages from introduction to very last disposition both through a managed destruction system or being added to the long-term or everlasting report (the archive) of the University.
Records Management contains the exercise of identifying, classifying, offering get right of entry to to, archiving, and every so often the managed destruction of statistics.
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Question three. Why Is Records Management Important?

Answer :

Without group-huge facts management strategies, each College, School, Department or Unit of the University would hold to follow their personal practices. Whilst each set of practices may also seem to be based upon a commonplace feel method, an uncoordinated approach to coping with the University's statistics may want to result in:

Failure to comply with regulation
Risks to institutional accountability
Inefficient use of group of workers time
Poorly knowledgeable selection-making
Loss of institutional reminiscence
By following the strategies and suggestions issued centrally, the advantages possibly to be accomplished encompass the following:

Needed documents and statistics can be without problems handy:

A preferred method of describing and arranging facts throughout the University will assist in file and facts identity and retrieval for purposes from audits and legislative compliance, to reuse of management records.

Reduced need for excessive device for storing facts:

An suitable Retention and Disposal Schedule will set out preferred time intervals for which University statistics must be retained. By destroying facts not required, the want for equipment for the storage of paper or electronic records is reduced.

The University's cultural records is safeguarded:

The Retention and Disposal schedules additionally enable critical information required for longer time intervals, and people of archival fee, to be identified and safeguarded.

Increased productiveness and reduced time spent attempting to find wanted documents:

Administrative and clerical body of workers spend a large amount of their time searching for statistics or documents created inside their very own office or someplace else in the University and a clear set of RM methods will improve the efficiency of that system.

Accountability in the course of the Records Life Cycle:

Records testify to the authority in the back of the choice making processes of the University and offer audit trails whilst each internal and outside audits are required.

Question 4. How Does Records Management Relate To The Freedom Of Information Act?

Answer :

Poor statistics control isn't always of itself a breach of the Act, but the Act did stress that precise information control is important to the manner of responding to requests. The Act sets out strict timetables for compliance with a request, so it makes sense to have systems in place that assist to ensure such timetables are adhered to with minimal attempt.

If the University fails to satisfy an enquiry both in what it supplies or the way it offers with the enquirer, then appeals can be made to the Information Commissioner who can impose necessities on the University. Good statistics control will assist in fending off such situations bobbing up.

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Question 5. How Does Records Management Relate To The Data Protection Act?

Answer :

The Data Protection Act applies to private information relating to living individuals. The amassing, storage and processing of that records has to comply with a number of ideas inclusive of its collecting and retention for specific purposes, the relaxed retention of the facts, the capability to get better it while a Data Subject submits a request, and ensuring that it is kept for not than is essential for the cause for which it's miles held. Good information control policies and techniques will make sure that there may be compliance with the Act.

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Question 6. What Is A Records Retention And Disposal Schedule?

Answer :

A information Retention and Disposal Schedule is a manage record that units out the durations for which an enterprise’s business statistics must be retained to satisfy its operational desires and to conform with prison and other requirements. It bureaucracy a key element of the University's records management policy. It consists of timetables that set out when man or woman or corporations of statistics are due for evaluate, transfer to an archive and/or destruction.

In response to compliance with contemporary regulation eg the Freedom of Information Act 2000, they make it less complicated to set up whether or not or now not a report exists whilst a request is obtained. Using such schedules may also supply the general public confidence that the University has good enough procedures for identifying information that have been asked.

Question 7. Why Is A Records Retention And Disposal Schedule Necessary?

Answer :

A information Retention & Disposal Schedule is an crucial issue of an efficient and powerful information management system. Properly evolved and always applied, a Records Retention & Disposal Schedule protects the hobbies of the business enterprise and its stakeholders by means of ensuring that commercial enterprise information are saved for so long as they're needed to meet operational needs and to comply with felony necessities, and are then disposed of securely.

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Question eight. What Does A Records Retention And Disposal Schedule Cover?

Answer :

A information Retention & Disposal Schedule provides commonplace guidance on retention of records which can be usually generated inside the course of:

center paintings
developing relationships with stakeholders
the control of the establishments themselves as corporate our bodies
It covers key organizations of facts generated by using the commonplace enterprise features and business sports. In the case of the University those will include Student Records, Financial Records, Personnel Records, Health & Safety Records, etc.

The Schedule being used for Records Management on the University is primarily based on studies and session with a extensive variety of establishments. However, it isn't meant to be either absolutely prescriptive or exhaustive. A positive quantity of character judgement will nevertheless have to be made in dealing with some facts.

Question nine. How Are 'retention Years' Measured?

Answer :

By the very nature of Retention & Disposal Schedules it's miles important that facts are dated and that they are filed or stored in some manner that identifies the date or (at a minimum) the yr of introduction. The Schedules will then recommend as to how many 'years' after that date the facts need to be retained for before disposal. For example:
Current educational 12 months + five years OR Life of direction + 1 yr
There can be a few confusion as to whether or not ‘year’ pertains to the United Kingdom financial year, the University monetary 12 months, the ‘academic’ year or the calendar 12 months. Some report sequences relate without delay to an educational 12 months whether or not that starts on 25 September or 28 September or 1 October (depending on which date is a Monday).
In the occasion of the time table stating that the (academic yr) facts may be disposed of after (for example) three years it's miles beneficial to take this to be ‘after the quit of the calendar 12 months, three years after the give up of the instructional year’.
For example, a report created on five November 2005 within the educational 12 months 2005/06 with a 'Current instructional yr + 3 years' retention duration may be taken into consideration for disposal after 31 December 2009.
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Question 10. Should Electronic Records Be Treated Any Differently To Paper-based totally Records?

Answer :

No. The principles underlying records control - creation, retention, identification, and retrieval of information - observe similarly to each electronic and paper records. This way that approaches for email and data held on shared and personal hard drives should be as sturdy and exact as the ones for other information.