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RECORDS AND INFORMATION MANAGEMENT PT.

III

CENTRALIZATION vs. DECENTRALIZATION


A single department is responsible for the filing of an organizations documents Each department of an organization is responsible for its own filing

ADVANTAGES OF CENTRALIZATION

Greater control Personnel have better understanding of system and needs of various departments Less duplication saves money and space Decisions regarding management, update, and maintenance of system is easier to make.

May take longer to retrieve file (advanced requisition may be needed) Filing personnel may have too much control, and limit access unnecessarily

DISADVANTAGES OF CENTRALIZATION

Necessary to be conscious of the equipment needs of various departments as it relates to the nature of items to be filed
Longer to locate if misplaced Time is wasted waiting on files which may be in use by another department or individual

ADVANTAGES OF DECENTRALIZATION

Time is saved in accessing files Personnel understand departmental needs and can serve the department more efficiently Space and equipment will be positioned to be serve the needs of the department Systems used are more likely to meet the needs of the department

DISADVANTAGES OF DECENTRALIZATION

Can become costly on the organization because of the duplication of equipment and supplies Personnel may find it difficult to access files needed from other departments More space and equipment required to set up and maintain

LEGAL STIPULATIONS
RIGHT TO ACCESS
The right of every citizen to obtain information about him/herself which is held by others

LIMITATIONS TO ACCESS
Some information can only be accessed by individuals stipulated

COPYRIGHT
The legal ownership by persons or businesses of certain kinds of information. (Copyright material has to be protected from illegal use)

LEGAL STIPULATIONS contd


DEFAMATION
When someone records, stores or transmits information about someone that is untrue (They can be
held liable and sued for damages)

BREACH OF CONFIDENCE
When confidential information which should not be shared has been disclosed without proper permission and authority

LEGAL STIPULATIONS contd


PARLIAMENTARY PRIVILEGE
Allows members of parliament/legislature to be immune from ordinary law as it relates to matters revealed or withheld and discussed or debated in House

SECRECY PROVISIONS

Some information must have the greatest degree of security (Personnel that has access
may be required to sign a legally binding document acknowledging their responsibility to maintain secrecy)

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