These are necessary to the organization in accomplishing its mission and performing its functions. These records must be maintained as long as they meet this primary purpose. They fall into 4 main categories -
Administrative records - These are records which pertain to policy, procedures and routine matters. They also include case records e.g. personal files. Legal records - These are records which pertain to the rights of the public authority and individuals, and which are enforceable by the courts. Examples include patents, deeds, titles, contracts.
Fiscal records - These records are those which show how funds are obtained, allotted, controlled and expended. Examples include invoices, receipts, grants, statements etc. Informational records - These records show precedence and provide for current and future planning. Examples are organizational structures, maps, plans, minutes of meetings, reports, projects and manuals. Records in this category would normally have archival value one they become inactive.
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