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Compiled by: Peter Kipchumba
Records organization is a fundamental aspect of Library and Information Management that ensures efficient access, retrieval, and preservation of information resources. In Kenyan libraries and information centers, well-organized records support decision-making, enhance service delivery, and comply with regulatory requirements such as the Kenya National Archives and Documentation Service Act. This chapter examines the principles and practices involved in compiling organizational records, focusing on how systematic documentation supports institutional memory and operational efficiency.
To organise records means to arrange the documents and files of an organisation so that each one can be found, used, protected and finally kept or destroyed according to a plan. A records officer in a library or information centre handles administrative files, financial papers, correspondence, minutes and electronic files every day. Without an order that everyone understands, files are lost, the same paper is copied many times and decisions are delayed. In Kenya, the Public Archives and Documentation Service Act sets out how public records are kept and disposed of, and the Data Protection Act requires that personal information is held securely and only as long as it is needed. Good organisation of records helps an institution meet both requirements.
Records are normally organised into groups, such as files of the same function, subject or office, instead of being stored as loose papers. Grouping related records lets staff find them quickly, reduces duplication and leaves a clear trail of what was done and by whom. Example: a county library may keep procurement files, staff files and programme reports as three separate groups, so that an audit query on procurement needs only one group to be searched.
Records can be grouped in several ways, and the method chosen depends on how the records are used.
Common difficulties include inconsistent filing habits, too few trained staff, shortage of shelves and cabinets, and records that belong to more than one group. These lead to misplaced files, delays in service and failure to follow retention rules. Example: a small college library with one clerk may find that new correspondence is stacked on a desk for weeks before it is filed.
Well-organised records support the daily work and the long-term memory of an institution. They save time, protect the organisation in law, and allow managers to base decisions on reliable evidence. Example: when an auditor asks for all invoices paid in a given quarter, an organised registry can produce them in minutes, while a disorganised one may not be able to produce them at all.
Organised records reduce the time needed to find a document. A librarian who can locate a requested file immediately serves users faster and has more time for other duties.
Records that are arranged, listed and kept for the required period show that the institution has followed the law on keeping and disposing of records. Records that cannot be produced when required may expose the institution to penalties.
Organised records show what was decided, when and by whom. This is important during audits, inquiries and requests for information from the public.
A planned system keeps records away from damp, insects, fire and unauthorised handling. Confidential records, such as personnel files, are placed where only authorised officers can reach them.
Records keep the history and knowledge of the organisation. When staff leave or are transferred, new officers can understand past decisions from the files.
Principles are the basic rules that guide every records arrangement. The main principles are listed below.
A records policy is a written statement approved by management that explains how records are to be created, organised, used, protected, kept and disposed of. It gives every officer the same rules to follow and states who is responsible for what.
A records policy normally covers:
Example: a library's records policy may state that personnel files are confidential and kept for a fixed period after a staff member leaves, while routine notices are destroyed after one year, with the disposal recorded on a disposal list.
Records work uses special terms, and officers must understand them in the same way so that registers, lists and files are prepared correctly.
A record is recorded information, in any form, that an organisation creates or receives while carrying out its activities and keeps as evidence of those activities. Examples are a letter, a signed contract, a minute book, a user registration form and an email kept in a file. Records are important because they prove what was done, not only because they hold information.
A movement register is a book or electronic list in which every movement of a file or record is written down. It records the file reference, title, the officer who took it, the section it was sent to, the date taken, the date returned and the signature of the receiver. It lets the registry know where each file is at any time. Example: when a file on staff leave is sent to the head of administration, the clerk records the date and the officer's name in the movement register, and signs it off when the file comes back.
Record retrieval is the process of finding and getting out a record from storage when it is needed. It depends on good arrangement, clear references and an up-to-date index or register. The usual steps are receiving the request, identifying the record from the register or index, locating it on the shelf or in the electronic directory, issuing it and recording the movement. Fast and accurate retrieval is one sign of an effective records system.
A document is a single piece of recorded information, such as a letter, a form, a report, a drawing or a spreadsheet. It becomes a record when it is kept as evidence of an activity. All records are documents, but not every document is a record. A draft that is never used or a copy of a public brochure may be a document without being a record of the organisation.
Classification is the arrangement of records into groups or series according to shared characteristics such as function, subject or form. Example: a library may classify its records into acquisitions, cataloguing, circulation and administration.
Filing is the placing of records in folders, boxes or electronic directories according to a chosen scheme, so that they can be found again. A file is a folder or electronic container holding related records on one subject, person or transaction.
The retention period is the length of time that a record must be kept before it is destroyed or transferred to an archive. It is set by law, by policy and by how long the record is useful to the institution.
A disposal list is a list of records that have reached the end of their retention period and are proposed for destruction or for transfer to the archives. For each record or series it shows the reference, title, dates covered, quantity and the action proposed. The list is checked and approved by the authorised officers before anything is destroyed, and the approved list is kept as proof that the disposal was properly done.
Appraisal is the process of judging the value of records in order to decide which are to be kept permanently, which are to be kept for a limited period and which are to be destroyed. The decision looks at the legal, financial, administrative and historical value of each record. Appraisal is done before a disposal list is prepared.
A records survey is a systematic study of the records held by an organisation. The surveyor visits each office and notes the types of records, their quantity, location, condition, format, how they are arranged and how often they are used. The results are used to plan filing systems, retention schedules, storage space and disposal. A survey is a first step when records have never been organised or when the system is being improved.
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Create a free accountThis chapter explored the organization of records within an organization, emphasizing the critical importance of systematic record management for operational efficiency and accountability. Key terminology related to records organization was clarified to establish a solid foundation for understanding. The process of documenting records was examined, including practical methods such as using Excel for accurate and accessible data entry. Updating the movement register was discussed as a vital task to track the flow and status of records, supported by an overview of various types of information resources that organizations rely on. The chapter then addressed the categorization of records, highlighting essential factors to consider such as metadata to ensure effective classification. It also identified common challenges encountered in categorizing records, which can hinder retrieval and management. Finally, the chapter reviewed record action procedures, comparing manual and automated documentation methods to illustrate how technology can enhance record handling practices.
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