ABSTRACT
Within governments, businesses or organisations, the
records Centre is the vital linkbetween the record creating agencies and the agency’s
records office. The records Centre cares
for records that are no longer in current administrative use, but cannot yet be
destroyed or transferred to archival storage. This study sought to find out the
role of eManage Africa commercial record center in promoting
record management services in Kenya. It used secondary sources of information
such as journal, magazines, website etc. and observation and interviewing done
in a academic trip at eManage Africa. It based on service Provided
by eManage that enhance record management practices in Kenya.
INTRODUCTION
Record:
refers to documents regardless of form or medium created, received,
maintained and used by an organisation (public or
private) or an individual in pursuance of legal obligations or in the
transaction of business, of which it forms a part or
provides evidence.
The concept of a record
center is one of the most important aspect of a well organised record
management program. Regardless of effort to control and reduce record from the
point of creation there is a continual need for certain documentation to
perform day to day practices and to comply with legal requirements. In
addition, demand for disaster planning and desire to preserve historical
records and activities of a given organization give rise to the concept of a Record
center. Record center provide a practical means for meeting these needs.
Steps
involved with planning and developing a records centres, may include
·
establishing
an administrative structure
·
collecting
information about records systems
·
deciding
on a physical site for the records centre
·
constructing
or adapting a building for use as a records centre
·
conducting
a pilot project to manage the records of selected agencies
·
establishing
a full records service
·
caring
for records in different formats
·
determining a plan for costing
services
RECORD
CENTER
They are specialized
repositories designed to provide relatively cheap, efficient and secure storage
under professional management for same current record. These are halfway houses
for semi current record that are still of potential practical value to
originating agency that are likely to be confronted frequently i.e. less than
once in every six months.
Record centers differ
from archives in that facilities of record center are less elaborate e. g
building is designed for intermediate temporary storage record centers accept
record of temporary value and continuing value but archives accept only record
of continuing enduring or permanent value. record center differ from dead
storage or storage in attic in that records in a record center are serviced and
controlled while record in attic or business office are usually not controlled.
Little effort are made to keep accurate inventory of them or destroy them as
long as it is reasonable to do so. The reason for operating a record center is
to keep unserviced record as long as they are kept but do so more economically
than can be done in creating agency space and equip them.
According to Dr.
Timothy Sprehe, a well
Known expert in
records management,
Records must be
managed in order to
Enable the
enterprise to do the following:
1. Conduct its
business in an orderly, efficient, and accountable manner
2. Deliver
services consistently and equitably
3. Document its
policies, decisions, and outcomes to stakeholders and regulators
4. Meet its
legislative and regulatory requirements, including audits
5. Protect
itself in litigation
6. Function in a
financially and ethically accountable manner
7. Protect
corporate interests as well as the rights of employees, clients, and other
stakeholders
8. Provide
continuity of operations in an emergency or disaster
9. Maintain its
corporate and institutional memory
From this list
by Dr. Sprehe, it is obvious that records management is an activity that is
imbedded in the fabric of the enterprise.
It is easily
translated to government by changing the word “corporate” to enterprise, and
adding the most important stakeholder – the citizen and taxpayer.
COMMERCIAL
RECORD CENTRE
Also called outsourced
record center. Commercially managed storage can be used to supplement or replace
an in house facility.
By
providing clean, secure and well-organised high density storage, the records center
enables valuable space to be released in records offices.
With the cost of prime
office space skyrocketing and competing priorities for existing office space,
business organisation maybe looking for ways to use their office space in a
more cost-effective manner. Or maybe organization maybe looking to reduce their
current leased space or is moving to a newer, even smaller office facility.
They should consider storing some of their organization’s paper records at a
commercial records center, freeing up or reducing their office space.
Like any organization, they are required to retain certain records for operational, legal, fiscal and/or historical reasons. Not all of the records they are required to retain are referenced that often and it is these semi-current or inactive records should be store at a records center rather than housing them within their prime office space. Office space is expensive and ever-increasing, and should be used for people, not inactive records.
The commercial records center industry has been assisting organizations in the management of their records for over 60 years. Record Centers offer low cost storage and are designed and equipped to store an organizations records in a more efficient and economical manner, provide environmentally controlled security for records, and employs procedures that ensures that when you need your record, it can be easily located, retrieved, and delivered to you. Plus once you start storing your paper records and doing business with a records center, you will find that they offer other services that can benefit your organization.
Like any organization, they are required to retain certain records for operational, legal, fiscal and/or historical reasons. Not all of the records they are required to retain are referenced that often and it is these semi-current or inactive records should be store at a records center rather than housing them within their prime office space. Office space is expensive and ever-increasing, and should be used for people, not inactive records.
The commercial records center industry has been assisting organizations in the management of their records for over 60 years. Record Centers offer low cost storage and are designed and equipped to store an organizations records in a more efficient and economical manner, provide environmentally controlled security for records, and employs procedures that ensures that when you need your record, it can be easily located, retrieved, and delivered to you. Plus once you start storing your paper records and doing business with a records center, you will find that they offer other services that can benefit your organization.
E-MANAGE
AFRICA COMMERCIAL RECORD CENTRE
E-Manage Africa is a limited liability company duly organized
and registered under the laws of the Republic of Kenya. Founded in January
2006, They have been offering innovative solutions in Data Management, Storage
and Protection needs of organizations in sectors such as financial services,
insurance, information technology, manufacturing, government, NGO's and media.
Building on their expertise in corporate compliance and management’s
information systems, they are adept at creating solutions that meet business
needs while ensuring compliance with the relevant regulatory requirements.
Their
multidisciplinary team with expertise in areas including law, Records
Managements, Information and Communication Technology (ICT), Operations as well
as Project Management is committed to exceptional services delivery. They are
uniquely qualified to provide organisation with the professional, confidential
services for organisation’s data deserves.
Some of the services
offered that promotes effective record management programs. This are some of
the role played by E-manage Africa record center in enhancing proper record
management. They include
1. Integrated Document Management Solution
A Document Management System (DMS) is a system used to track and store electronic documents. It is usually also capable of keeping track of the different versions modified by the different authorized users (history tracking).Growing companies need to refine management systems to keep pace with the ever increasing volumes of data. Through the use of technology such as Optical Character recognition, bar code reading and document and case management systems, their clients can more efficiently organize the growing amounts of paper and electronic data creating more efficient processes as well as real time data retrieval systems.
They also provide consultancy on Document Management Systems, helping companies identify the systems/vendors that best meet their specific business needs. E-manage Africa provide scanning and conversion services.
2. Media Storage and Management
Every day, companies
lose critical data to fire, power outage, theft, equipment failure, computer
and human errors and disgruntled employees. Organizations that are unable to
restore their data in the event of a disaster go out of business completely,
those that do not, have to spend a significant amount of money and resources
trying to reconstruct data, and in the process often lose clients.
EManage
Africa Offsite Tape Vaulting provides a comprehensive solution for
transporting, storing, managing and retrieving backup media from a secure,
offsite facility.
Our off-site data tape storage and management offering includes:
Our off-site data tape storage and management offering includes:
a)
Off-site media storage in our
climate controlled, secure, fire and tampers proof media
b)
Formulating and implementing data
tape rotation policies.
c)
Daily pick up and drops off of
backup media based on rotation schedule
This enhance: Cost saving, Offline backup, Flexible rotation schedule,
Tamper proof media vaults, Tamper proof security seals, Enhanced corporate data
security
3. Records Digitization
Converting documents to digital format provide an
extensive variety of benefits. The main advantage is the increased and easy
access and sharing of documents. Digital documents or files can be viewed by
more people, at a wider range of times, and with less effort. By placing a copy
of an item online, it becomes available to people all over the world. They can
access it even after the institution in which it is located closes for
business. Multiple users can view the item simultaneously.
Converting documents to digital format also reduces some of the costs faced by
the archival operation providing access. An example is the staff time required
to serve the public. While institutions will still need physical documents for
reference, the presence of computer files initiates the processes while the
physical document is being located.
E-manage offer document scanning service that includes conversion of identified
paper document into digital document. They index and tag the scanned documents
using relevant titles to ensure they are searchable and retrievable. Further
they upload the document in our online document system for them to access
through the authorized users. For clients who need conversion of paper records
for backup alone, they present the scanned documents in the preferred media.
Some of the
benefits of this are:
Reduced costs, improved accessibility,
Controlled access, saving physical storage of records, guaranteed backup of
physical data.
EManage strive to provide all records
management solutions to clients ranging from management of paper records to
management of electronic records through effective document management systems
4. CRP (Corporate Records Management Policies and Procedures)
Developing
and adhering to a formal, written records management policy is the best way to
ensure that records and information management requirements in an organization
are met in a consistent, effective, and efficient manner.
Records management policies include corporate records policy (CRP), retention policy, disposal schedules, transfer policies and records management manuals or standards. EManage Africa, help their clients develop, implement, evaluate and improve their Information Management Policies and procedures that ensure compliance.
Through this process they enable their clients to:
Records management policies include corporate records policy (CRP), retention policy, disposal schedules, transfer policies and records management manuals or standards. EManage Africa, help their clients develop, implement, evaluate and improve their Information Management Policies and procedures that ensure compliance.
Through this process they enable their clients to:
·
Comply with laws and
regulations stipulating the retention and protection of sensitive information.
·
Reduce discovery and
litigation expenses related to retrieving documents and emails for evidentiary
purposes.
·
Ensure consistent and
professional management of information including promoting privacy and
confidentiality for all records.
·
Support business initiatives
such as mergers and acquisitions, regulatory approvals, and collaboration with
partners through timely records retrieval.
·
Reduce the cost of records
management through operational efficiencies.
5. Secure Destruction
Destruction is the complete and irreversible
physical erasure of the record which ensures that the record cannot be
reconstituted or reconstructed. All organizational information that meets the
minimum retention requirements and approved for destruction should be disposed
off appropriately, securely and completely.
Ideally data should be destroyed based upon a pre-determined schedule to
minimize the legal and business risks associated with random destruction.
E-manage are uniquely qualified to assist clients develop and enforce
appropriate retention policies for their business/industry. In addition to
offering clients a variety of data destruction options, including destruction
bins and scheduled pick-up, they also issue data destruction certificates.
6. RM Consultancy and Training
Emanage
records management consulting service provides insights that client need to
establish manage and customize their records management processes. Clients
have access to expertise that will help in addressing the complexities of
complying with records management best practices.
Their
records management training program is customized to ensure that staff are
equipped with relevant knowledge and skills to ensure that they are able to
properly and cost effectively manage the company records for continuity in the
organization business.
Records
management training offers practical benefits to organizations including
expected compliance, space saving, improved access and use of information as
well as improved customer relations. This results to: Improved use of information, Compliance, Proper information management,
Effectiveness of current RM processes
7. Online Data Backup
Cloud
storage allows clients to place your important data in a secure, remote
location which can then be accessed from any computer or phone with a web browser.
This stops them from losing files through fire, theft or a computer malfunction
and also allows them to easily share files between colleagues.
As
a backup solution provider they at eDrive assist clients to manage their data
effectively and enhancing easy to retrieve. For all the Users in their organization,
Emanage create accounts for them where they can have Simple, Secure Online Backup
with BlackBox or eDrive, they will automate backup with easy-to-set, easy to
use tools that safeguard data against disasters, equipment failure, or simple
human error.
They
also customize the package so that clients can better manage their data. This
leads to:
Safe and secure, Access to file
anywhere, anytime, same files of every PC, Access through mobile phones,
Outstanding Support.
Black Box protects precious files by
keeping a copy safely online, in the cloud. It's hassle-free, easy-to-install,
and completely secure - and backs up all important files.
8. Data Protection and Disaster Recovery
A
Disaster Recovery Plan (DRP) is a documented process or set of procedures to
recover and protect a business’s IT infrastructure in the event of a disaster.
A DRP is documented and specifies procedures to be followed in the event of a
disaster. It is "a comprehensive statement of consistent actions to be
taken before, during and after a disaster."
This
is increasingly associated with the recovery of information technology data,
assets, and facilities. EManage offer Off-site storage of data. Off-site
storage of company data can help minimize disruptions to business occasioned by
fire, corruption, theft or equipment and software failures.
Events
such as the 1998 bombings of the US Embassies in Kenya and Tanzania and the
more recent fires of office buildings including the 2004 fire at Nairobi City
Hall are the more spectacular examples of information loss due to disasters. However, many more organizations experience business disruptions from equipment failures, loss, and theft, misappropriation of data and other smaller scale disasters or criminal malfeasance. EManage Africa can help minimize this business risk and protect most valuable organizational asset; their information!
Hall are the more spectacular examples of information loss due to disasters. However, many more organizations experience business disruptions from equipment failures, loss, and theft, misappropriation of data and other smaller scale disasters or criminal malfeasance. EManage Africa can help minimize this business risk and protect most valuable organizational asset; their information!
For
companies in heavily regulated industries including law firms, financial
institutions and insurance companies, maintaining authentic, reliable and
integral records is especially important since documentation and retention
guidelines are not only crucial to quality client service but are also mandated
by regulations and/or statute. They develop customized media rotation and
back-up schedules, where they can pick-up and store back-up tapes, while
ensuring consistency with industry best practice by storing clients back-up
tapes off-site. Off- site media storage offers fiduciary responsibility to
protect the company, shareholder and clients.
9. Off-site Records Storage and Management
EManage
Africa, offer an offsite record storage facility to safeguard information using
advanced environmental, security and access controls. This is addition to
managing records to ensure that they can be accessed at all times. EManage
Africa provides a world class, robust software driven Records Management System
that utilizes bar code recognition technology to simplify, track, discover and
retrieve physical records.
Using
a electronic records clients can access the system via telephone, email or web
and view the inventoried documents, request pick-up or delivery, accurately
monitor document movements, and enforce role based security, all without
leaving their office.
All
this enhance:
Security of records, Controlled
access of information, Reduced cost in managing information, Compliance
with national and international regulation, Benefits of leading RM software,
Online access to records.
Off-site records storage is no
longer an option for organizations that value information but a necessity.
10. Onsite Records Management/Staff Outsourcing
They provide onsite records management through
outsourcing their staff to clients who need their records to be managed in
house. They use their Records Management software at their client sites to
manage storage. They accomplish this through setting up a central record center
or departmental record center or a registry.
The centralized records center/registries ensure standard processes for
management of all records as well as provide storage for current and
semi-current records. Centralization is the most efficient means by which to
ensure compliance with internal corporate records policies as well as to reduce
the financial and efficiency costs related to each department.
EManage Africa assist in setting up of a modern records center, training staff
and offering support when needed. They provide consulting expertise to upgrade
the identified facility to comply with industry best practice, as well as
install and set up an automated system provided by the client for managing and
easier tracking of the records.
They also develop the internal policies and procedures to be utilized by users
and the File Room staff.
Onsite records management programs
are ideal for organizations that have in-house storage space for their
documents. However, it advisable for such organizations to maintain back up of
these records off-site
Some of the benefits that accrue to
clients for contracting E-manage Africa are:
1.
Space
Cost Savings.
Expensive office real estate space is saved,
without having to lose access to their records. By storing records at E-manage
Records Center clients may be able to eliminate real estate leased and costs,
or the space saved might be used to meet other space requirements their
organization may have. Sometimes the space gained by sending records off-site
can even replace planned office construction projects.
2.
Reduced
Operating Costs.
Clients will not
need to purchase and maintain additional filing equipment and software to store
and manage inactive records in the office. E-manage Records Center have efficient
equipment that can store many more records per square foot than in the office.
They also provide them access to an online database to manage their
organization’s records inventory.
3.
Climate
Controlled Environment.
Some information
requires special climate controls that can be costly and difficult to
implement. E-manage Records Center offer special climate-controlled
environments providing complete protection for long-term preservation of
records, saving client time, money and aggravation.
4.
Authorized
and Secure Destruction.
E-manage Records Center have procedures in place
ensuring that records are systematically destroyed and only with appropriate
authorization reducing the chance of reckless, selective or personally
motivated destruction of records. They provide confidential and secure records
and computer media shredding, pulverizing, and recycling services for records
in accordance with clients’ organization’s records retention and destruction
policy. They ensure organization’s records will not be destroyed prematurely or
retained longer than needed and proper destruction procedures ensure compliance
with organisational and national privacy statutes.
5.
Vital
Records Protection.
If a fire or
disaster strikes, company documents must be protected. Duplicating company’s
paper vital records and storing them at the E-manage Records Center provides
insurance if a catastrophe occurs. Vital records essential for organization’s
existence are protected, eliminating the costly time and effort required to reconstruct
mission critical information in the event of disaster.
6.
Online
Backups.
Secure online
over the Internet backups allow clients to stop using tapes and automatically
get their organization’s data offsite every night.
7.
ECM
System / Digital Archive.
E-manage Records
Center offer online content management systems that can manage clients entire
enterprises records or they can create a digital archive for just a particular
group of records. They will not need to invest in the hardware and software and
their records will be available to you 24/7from anywhere you are located via a
secured SaaS (software as a service) application.
8.
Security.
E-manage Record Center understand how important
and confidential your information is and provide safe and environment
Mentally
controlled security for clients’ records. They have established procedures in
place to maintain intellectual and physical control of your records at all
times. They ensure clients’ organizations records remain safe through
confidential handling, secure storage, and controlled monitoring and access.
9.
Protection
against Disaster.
E-manage Africa Records Center
are designed to provide ultimate protection for clients’ records against fires,
earthquakes and floods.
10.
Accessibility.
E-manage Records are organized and identified
providing accurate and efficient retrieval.
CONCLUSION
Records can be
an asset or a liability. A record can change in its value and effect over time.
Only by ensuring that the process of records creation and management is effective,
efficient, and accountable can record centers ensure that they provide their
clients with an open, accessible and ‘people - friendly’ bureaucratic
environment. The ultimate goal of a record center should be not just to ensure access
to information, legislations are in place and effective but – more critically –
to establish a system that is so easily accessible
to clients that such legislations are only called upon in exceptional cases,
not as a rule. To achieve this goal, the commercial record center must support
and promotes recordkeeping practices in Kenya.
REFERENCE
1.
International Records Management Trust, 1999 : Managing
Records in Records Centres
2.
eManage Africa website www.emanageafrica.co.ke
3.
Electronic
Records Management and Digital Preservation: Protecting the Knowledge Assets of
the State Government Enterprise
