LESSON 1.pptx
- 1. RECORD AND PROPERTY MANAGEMENT? PROF. JASON IGLESIA CAMA
- 2. Learning Objectives •Discuss the challenges of information explosion to records managers •Explain the systematic control of all records from creation to disposition •Explain the types of properties •Discuss the qualities of property manager •Discuss the roles of property management 2
- 3. WHAT IS RECORDS MANAGEMENT? 3 Records management is the systematic control of all records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval, to their ultimate disposition. Because information is such an important resource to organizations, the records management function also includes information management. Therefore, records management is also known as records and information management (RIM). ISO (the International Organization for Standardization) is a worldwide federation of national standards organizations. ISO 15489 is a standard for records management policies and procedures
- 4. 4 The term record has a specific meaning in records management. ARMA International (an association for information management professionals) defines a record as stored information, regardless of media or characteristics, made or received by an organization that is evidence of its operations and has value requiring its retention for a specific period of time. ISO 15489 defines a record as follows: “A record is information created, received, and maintained as evidence and information by an organization or person, in pursuance of legal obligations or in the transaction of business.” Records are classified in three basic ways: (1) by the type of use, (2) by the place where they are used, and (3) by the value of the records to the firm.
- 5. Classification by Use Classification according to records use includes transaction documents and reference documents. A transaction document is a record used in an organization’s day-to-day operations. These documents consist primarily of business forms which can be created manually, electronically, or generated via e-commerce systems on the Internet. A reference document, on the other hand, contains information needed to carry on the operations of a firm over long periods. These records are referenced for information about previous decisions, quotations on items to purchase, statements of administrative policy, and plans for running the organization. 5
- 6. Classification by Place of Use Classification by place of use of the records refers to external and internal records. An external record is created for use outside an organization. Internal records are a larger group of records classified by their place of use. An internal record contains information needed to operate an organization. Such a record may be created inside or outside an organization. 6
- 7. Classification by Value of the Record to the Firm From an inventory and analysis of the use of each major record category, a manager determines the value of the record to the firm. This evaluation is used to develop a records retention schedule specifying how long to keep the records in an organization. 7
- 8. WHAT IS PROPERTY MANAGEMENT? Property management is the operation, control, and oversight of real estate as used in its most broad terms. Management indicates a need to be cared for, monitored and accountability given for its useful life and condition. This is much akin to the role of management in any business. 8
- 9. WHAT IS PROPERTY MANAGEMENT? Property management is also the management of personal property, equipment, tooling and physical capital assets that are acquired and used to build, repair and maintain end item deliverables. Property management involves the processes, systems and manpower required to manage the life cycle of all acquired property as defined above including acquisition, control, accountability, responsibility, maintenance, utilization and disposition. 9
- 10. Duties of property management generally will include a minimum of these basic primary tasks: 1. The full and proper screening or testing of an applicant’s credit, criminal history, rental history and ability to pay. 2. Lease contracting or accepting rent using legal documents approved for the area in which the property is located. 3. Mitigation and remediation regarding any maintenance issues, generally within a budget, with prior or conveyed consent via a Limited Power of Attorney legally agreed to by the property owner. 4. Maintaining necessary records for tax and legal purposes. 10
- 11. THANK YOU !