this is the presentation I gave to the Barbados Community College, as part of the Library & Information Technicians Programme.

1. Introduction to Records & Information Management Library & Information Technicians Certificate Programme Emerson O. St. G. Bryan [email_address] Information & Document Management Officer Caribbean Regional Negotiating Machinery (CRNM)

2. An Independent Consultant and Information Specialist currently on assignment at the Caribbean Regional Negotiating Machinery (CRNM ) in Barbados. Over fifteen (15) years of experience in information management and begun his career as a member of the Jamaican Foreign Service, where he worked as a Records Officer in the Ministry of Foreign Affairs and Foreign Trade, during this time, he was seconded from the Foreign Ministry, for a year, as the Records and Information Manager of the Ministry of Land and Environment (Office of the Prime Minister). Has worked with several organizations across the Caribbean and is an Associate Consultant/ Trainer with the Trinidad and Tobago-based Lorson Resources Limited. About Me…

4. Interested in Managing Information? Interested in Managing Information?

7. 1001 (2) What is a Record? Records are recorded information giving evidence, and serving some kind of purpose , regardless of medium or characteristics .

9. 1002 (1) The Records Life Cycle Concept Diagram illustrating the Records Life Cycle

10. 1003 (1) The Profession of Records Management “ field of management responsible for the efficient and systematic control of the creation, receipt, maintenance, use and disposition of records, including processes for capturing and maintaining evidence of and information about business activities and transactions in the form of records” Responsibility of management Sense of order Full lifecycle Records disposed of Evidence needs to be credible Records

11. 1003 (2) The Profession of Records Management RM-related ‘acts’ on the Big/ Small screen

21. 1003 (12) The Profession of Records Management RM Professional Associations International Associations ARMA AIIM IRMT ACARM RMS RMAA ICA Regional Associations CarBICA (Regional), ACURIL (Regional), RIMATT (Trinidad & Tobago), BARIM (Barbados), JARMA (Jamaica), LIAJA (Jamaica)

23. Questions

37. 2004 (5) Managing In-Active Records Picture of: Barbados Archives (2008)

38. 2004 (6) Managing In-Active Records Picture of: Inside the Jamaica Government Records Centre (JARD), 2006

40. Questions

45. An example of Metadata: 3001 (4) Importance of Metadata

46. An example of Metadata: 3001 (5) Importance of Metadata

53. Questions

56. 4001 (2) Security Classification of Records Information which may be needed to be kept secure may vary from organization to organization depending on the operations/ type of business of the organization.

57. Illustration of some common types of information which are usually protected

60. Now in bill form, the Barbados Freedom of Information Act specifically covers Cabinet documents, (Part VI, 32). (1) A document is an exempt document if it is – (a) a document that has been submitted to the Cabinet for its consideration or is proposed to be submitted; or (b) an official record of the Cabinet; or (c) a document that is a copy of, or of a part of, a document referred to in paragraph (a) or (b); or (d) a document the disclosure of which would involve disclosure of any deliberation or advice of the Cabinet, other than a document by which a decision of the Cabinet was officially published. (2) For the purposes of this Act, a certificate signed by the Secretary to the Cabinet or a person performing the duties of the Secretary, certifying that a document is one of a kind referred to in a paragraph of subsection (1), establishes conclusively that it is an exempt document of that kind.

61. How will these types of legislation affect Records Management? 4002 (3) Access to Information

64. NOTE ! Having an emergency response plan and a vital records program enhances recovery, but we must be prepared to react and respond to emergencies that affect different types of records, whether it includes data systems, paper-based records and photographs, magnetic or electronic media, etc. 4003 (1) Disaster Planning and Records

67. Questions

73. A file title using this hierarchy would appear as HUMAN RESOURCES - OH&S - INSPECTIONS. This is a typical functional title and the activity taking place, the ‘ inspection of the workplace ’, is classified at the subject level rather than the activity/ functional level 5002 (3) Planning for the Records Management Function Example of Function-Based Classification

78. Questions