Developing a personal-computer-based records retention system using Paradox(trademark)

摘要

Many records managers are confronted with large caches of records stored in corners, attics, or warehouses that seem to be ''out of sight, out of mind.'' Much of this information becomes ''lost'' because it is not properly identified and cataloged. Perhaps the records have always been stored in these places because the lack of an alternative. In these situations, the records manager must organize and catalog the records and provide solutions to the records management and storage problems. A simple personal-computer-based records management system can be developed that will provide organization, accountability, and retrievability of the records. By developing a basic database structure and implementing some basic records management principles, a records manager can gain control of even the most extreme displays of records mismanagement. This paper will discuss practical ways of establishing a records system that provides for database tracking using off-the-shelf database software packages. Database examples using Paradox software will be used to explain the basic concepts for developing records systems. The paper will also discuss developing and performing a records assessment, researching applicable requirements, writing a records management plan, implementing the records system, and testing and modifying the system.