• Title/Summary/Keyword: management systems for records

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A STUDY ON THE NEEDS FOR DOCUMENT IN QUALITY MANAGEMENT SYSTEM OF ISO 9001:2000

  • Lee, Byung-Yong;Jung, Soo-Il
    • Journal of Korean Society of Industrial and Systems Engineering
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    • v.23 no.60
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    • pp.57-65
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    • 2000
  • This paper suggests the direction of documentation that enables the certified organizations to transform smoothly into newly revised ISO 9001:2000 Quality Management System. Documentation and control of records are major concerns not only to certified organizations but also to consultants and auditors of certification bodies. The revised standards ISO 9001:2000 requires a significantly reduced emphasis on the needs for documented procedures than the ISO 9001:1994 version of the standard. This paper describes documented procedures and records be kept as a minimum needed by organizations in accordance with the requirements of control of documents and records. This enables each individual organization to establish Quality Management System effectively and perform continual improvement activities.

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The Records and Archives Administrative Reform in China in 1930s (1930년대 중국 문서당안 행정개혁론의 이해)

  • Lee, Won-Kyu
    • The Korean Journal of Archival Studies
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    • no.10
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    • pp.276-322
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    • 2004
  • Historical interest in China in 1930s has been mostly focused on political characteristic of the National Government(國民政府) which was established by the KMT(中國國民黨) as a result of national unification. It is certain that China had a chance to construct a modern country by the establishment of the very unified revolutionary government. But, it was the time of expanding national crises that threatened the existence of the country such as the Manchurian Incident and the Chinese-Japanese War as well as the chaos of the domestic situation, too. So it has a good reason to examine the characteristic and pattern of the response of the political powers of those days. But, as shown in the recent studies, the manifestation method of political power by the revolutionary regime catches our attention through the understanding of internal operating system. Though this writing started from the fact that the Nationalist Government executed the administrative reform which aimed at "administrative efficiency" in the middle of 1930s, but it put stress on the seriousness of the problem and its solution rather than political background or results. "Committee on Administrative Efficiency(行政效率委員會)", the center of administrative reform movement which was established in 1934, examined the plan to execute the reform through legislation by the Executive Council(行政院) on the basis of the results of relevant studies. They claimed that the construction of a modern country should be performed by not political revolution anymore but by gradual improvement and daily reform, and that the operation of the government should become modern, scientific and efficient. There were many fields of administrative reform subjects, but especially, the field of records and archives adminstration(文書檔案行政) was studied intensively from the initial stage because that subject had already been discussed intensively. They recognized that records and archives were the basic tool of work performance and general activity but an inefficient field in spite of many input staff members, and most of all, archival reform bring about less conflicts than the fields of finance, organization and personnel. When it comes to the field of records adminstration, the key subjects that records should be written simply, the process of record treatment should be clear and the delay of that should be prevented were already presented in a records administrative meeting in 1922. That is, the unified law about record management was not established, so each government organization followed a conventional custom or performed independent improvement. It was through the other records administrative workshop of the Nationalist Government in 1933 when the new trend was appeared as the unified system improvement. They decided to unify the format of official records, to use marker and section, to unify the registration of receipt records and dispatch records and to strengthen the examination of records treatment. But, the method of records treatment was not unified yet, so the key point of records administrative reform was to establish a unified and standard record management system for preventing repetition by simplifying the treatment procedure and for intensive treatment by exclusive organizations. From the foundation of the Republic of China to 1930s, there was not big change in the field of archives administration, and archives management methods were prescribed differently even in the same section as well as same department. Therefore, the point at issue was to centralize scattered management systems that were performed in each section, to establish unified standard about filing and retention period allowance and to improve searching system through classification and proper number allowance. Especially, the problem was that each number system and classification system bring about different result due to dual operation of record registration and archives registration, and that strict management through mutual contrast, searching and application are impossible. Besides, various problems such as filing tools, arrangement method, preservation facilities & equipment, lending service and use method were raised also. In the process this study for the system improvement of records and archives management, they recognized that records and archives are the identical thing and reached to create a successive management method of records and archives called "Records and Archives Chain Management Method(文書檔案連鎖法)" as a potential alternative. Several principles that records and archives management should be performed unitedly in each organization by the general record recipient section and the general archives section under the principle of task centralization, a consistent classification system should be used by classification method decided in advance according to organizational constitution and work functions and an identical number system should be used in the process of record management stage and archive management stage by using a card-type register were established. Though, this "Records and Archives Chain Management Method" was developed to the stage of test application in several organizations, but it was not adopted as a regular system and discontinued. That was because the administrative reform of the Nationalist Government was discontinued by the outbreak of the Chinese-Japanese War. Even though the administrative reform in the middle of 1930s didn't produce practical results but merely an experimentation, it was verified that the reform against tradition and custom conducted by the Nationalist Government that aimed for the construction of a modern country was not only a field of politics, but on the other hand, the weak basis of the government operation became the obstacle to the realization of the political power of the revolutionary regime. Though the subject of records and archives administrative reform was postponed to the future, it should be understood that the consciousness of modern records and archives administration and overall studies began through this examination of administrative reform.

An Analysis on the Revision Process and Main Contents of the International Standard ISO 16175 Sets (국제표준 ISO 16175의 개정과정과 주요내용 분석)

  • Lee, Gemma
    • The Korean Journal of Archival Studies
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    • no.67
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    • pp.5-55
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    • 2021
  • The purpose of this study is to promote future research and practical application in the field of records systems by informing the revision of the ISO 16175 standard set and analyzing its main contents, which was widely used as a record management functional requirements. Based on the experience of participating in the developing process of this International Standard since 2015, this study analyzed the context and process of revision, and the main contents of the standard, and sought to draw limited implications and proposed follow-up researches connected to the practice of the Korean records systems. The previous ISO 16175 sets had been produced as ISO 16175-1, 2, 3 in 2010-2011, and which were restructured and revised into new ISO 16175-1, 2 in 2020 in line with the revision of ISO 15489 and changes in the digital environment. Main title of the International Standard is processes and functional requirements for software for managing records, and Part I provides high-level functional requirements and associated guidance for applications that manage digital records, Part II provides guidance for selecting, designing, implementing and maintaining software for managing records. This standard assumes that the records system does not necessarily have to be a single system or software solely for records management and that it should be able to perform record management function in any forms.

A Study on the Records Management for the National Assembly Members (국회의원 기록관리 방안 연구)

  • Kim, Jang-hwan
    • The Korean Journal of Archival Studies
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    • no.55
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    • pp.39-71
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    • 2018
  • The purpose of this study is to examine the reality of the records management of the National Assembly members and suggest a desirable alternative. Until the Public Records Management Act was enacted in 1999, the level of the records management in the National Assembly was not beyond that of the document management in both the administration and the legislature. Rather, the National Assembly has maintained a records management tradition that systematically manages the minutes and bills since the Constitutional Assembly. After the Act was legislated in 2000, the National Assembly Records Management Regulation was enacted and enforced, and the Archives was established in the form of a subsidiary organ of the Secretariat of the National Assembly, even though its establishment is not obligatory. In addition, for the first time, an archivist was assigned as a records and archives researcher in Korea, whose role is to respond quickly in accordance with the records schedule of the National Assembly, making its service faster than that of the administration. However, the power of the records management of the National Assembly Archives at the time of the Secretariat of the National Assembly was greatly reduced, so the revision of the regulations in accordance with the revised Act in 2007 was not completed until 2011. In the case of the National Assembly, the direct influence of the executive branch was insignificant. As the National Assembly had little direct influence on the administration, it had little positive influence on records management innovation under Roh Moo-Hyun Administration. Even within the National Assembly, the records management observed by its members is insignificant both in practice and in theory. As the National Assembly members are excluded from the Act, there is no legal basis to enforce a records management method upon them. In this study, we analyze the records management problem of the National Assembly members, which mainly concerns the National Assembly records management plan established in the National Archives. Moreover, this study proposes three kinds of records management methods for the National Assembly members, namely, the legislation and revision of regulations, the records management consulting of the National Assembly members, and the transfer of the dataset of administrative information systems and websites.

A Study on the Establishing Quality Records System in Quality Management (품질경영 체제에서의 품질기록 시스템 확보 방안)

  • 박상필;박건우
    • Journal of Korean Society of Industrial and Systems Engineering
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    • v.19 no.37
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    • pp.137-143
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    • 1996
  • It seems to be less important to quality record than document control. But quality records provide a objectve evidence for certain product. So, the requirements of quality record is more serve than that of design document. It is obvious that quality record control promotes accumulation of know-how. The puepose of this study is to possible implementation methods through analysis of Code requirements. This paper suggests the considerations when establishing the quality records control system.

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A Study on the Effective Implementation of ERP System for Information System upon University Administration

  • Kim, Yeong-Real;Park, Sang-Hwan
    • Proceedings of the Korea Society for Industrial Systems Conference
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    • 2007.02a
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    • pp.82-86
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    • 2007
  • This dissertation searched for a social function and role of university, and problems of information-oriented universities through the analysis of the present conditions of university ERP systems in Korea. The purpose of this study is to find main success factors by investigating case studies on university ERP systems (university own development systems, Korean ERP systems, foreign ERP systems, etc.) and by referring to documentary records on the existing research. Especially this study observed university management. from an innovative aspect by studying success factors for information-oriented university connecting general functions of universities like education, research, and administration service, etc. This study result will suggest outline effective and practical implementation strategies for university administration information systems.

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Study on the development of the KORMARC format for authority data (전기통제용 KORMARC형식의 개발에 관한 연구)

  • 윤구호
    • Journal of the Korean Society for information Management
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    • v.11 no.1
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    • pp.3-16
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    • 1994
  • The KORMARC format for authority data defines the ales and conventions (tags, indrators, subfield codes and coded value) that idenbfy the data elements in KORMARC authority records. This document is intended for the use of personel involved in the creation and maintenance of authority records as well as those involved in the deslgn and maintenance of systems for the communication and praxsmg of authority records. The format is developed on the basis of USMARC f o m t for authority data. And for the compatibility, the KORMARC format for bibliographc data is taken into account.

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A Study on Transfer Process Model for long-term preservation of Electronic Records (전자기록의 장기보존을 위한 이관절차모형에 관한 연구)

  • Cheon, kwon-ju
    • The Korean Journal of Archival Studies
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    • no.16
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    • pp.39-96
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    • 2007
  • Traditionally, the concept of transfer is that physical records such as paper documents, videos, photos are made a delivery to Archives or Records centers on the basis of transfer guidelines. But, with the automation of records management environment and spreading new records creation and management applications, we can create records and manage them in the cyberspace. In these reasons, the existing transfer system is that we move filed records to Archives or Records centers by paper boxes, needs to be changed. Under the needing conditions of a new transfer paradigm, the fact that the revision of Records Act that include some provisions about electronic records management and transfer, is desirable and proper. Nevertheless, the electronic transfer provisions are too conceptional to apply records management practice, so we have to develop detailed methods and processes. In this context, this paper suggest that a electronic records transfer process model on the basis of international standard and foreign countries' cases. Doing transfer records is one of the records management courses to use valuable records in the future. So, both producer and archive have to transfer records itself and context information to long-term preservation repository according to the transfer guidelines. In the long run, transfer comes to be the conclusion that records are moved to archive by a formal transfer process with taking a proper records protection steps. To accomplish these purposes, I analyzed the 'OAIS Reference Model' and 'Producer-Archive Interface Methodology Abstract Standard-CCSDS Blue Book' which is made by CCSDS(Consultative committee for Space Data Systems). but from both the words of 'Reference Model' and 'Standard', we can understand that these standard are not suitable for applying business practice directly. To solve this problem, I also analyzed foreign countries' transfer cases. Through the analysis of theory and case, I suggest that an Electronic Records Transfer Process Model which is consist of five sub-process that are 'Ingest prepare ${\rightarrow}$ Ingest ${\rightarrow}$ Validation ${\rightarrow}$ Preservation ${\rightarrow}$ Archival storage' and each sub-process also have some transfer elements. Especially, to confirm the new process model's feasibility, after classifying two types - one is from Public Records center to Public Archive, the other is from Civil Records center to Public or Civil Archive - of Korean Transfer, I made the new Transfer Model applied to the two types of transfer cases.

A Study on the Issue and Resolving the Institutional Evaluation System : Targets of the 2017 Education Department Indicator (기관평가 제도의 문제점과 해결을 위한 고찰 2017년도 교육(지원)청 지표를 대상으로)

  • Kwon, Do-gyun
    • The Korean Journal of Archival Studies
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    • no.49
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    • pp.51-75
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    • 2016
  • A records management agency assessment must reflect the possibility of actual situations including conditions and implementation. Institutional evaluation systems and indicators tools to improve records management. However, the reality is difficult if they are not conducted through the resources and efforts of the organization. The 2017 evaluation system of the National Archives of Korea and the index, which was published in March 2016, are expected to be highly difficult to perform as the frontline field tasks of the institution for a year. It is composed of indices with questionable effectiveness that are difficult to implement on the field. Some of these include the following: three training sessions for more than 10% of all employees, submission of document archive pictures of all schools, submission of the index items of all documents, increasing the utilization level of the standard record management system for the electronic documents that have not been transferred for several years, the transfer of non-electronic documents of all institutions, reclassification of non-disclosed records, etc. It recognizes the fundamental problems of the records management system and the 2017 evaluation indicators that the National Archives has mentioned about operations. As such, now is the time to reflect the years of experience in the field to amass knowledge that will help improve records management.

A Study on Managerial Strategies of Electronic Mail(E-Mail) Messages as Records (전자우편문서의 기록관리적 접근전략에 관한 연구)

  • Seo, Eun-Gyoung
    • Journal of Korean Society of Archives and Records Management
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    • v.4 no.1
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    • pp.1-21
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    • 2004
  • Records may furnish proof of a particular action, contain information that protects the rights of individuals or government, and document decisions made during the course of government business. As business in and between government agencies will increasingly be conducted through electronic messaging service, the need to manage e-mail messages and systems is the same as for other record management systems concerning the creation of, retention of, and access to public records. Therefore government agencies that use electronic mail(e-mail) have an obligation to make employee aware that e-mail messages, like paper records, must be managed according to established record management procedures. The purpose of this paper is to suggest guidelines and/or strategies on managing e-mail messages as records for agencies which must take steps in order to make, capture, maintain, dispose, store, protect, and provide access to e-mail messages. This paper discusses on the definition of e-mail messages, principles on managing e-mail message, and how to manage e-mail messages as records.