CATEGORIES OF RECORDS FOUND IN ORGANIZATION
Records provide the recipient with the information needed to transact an organization’s business. Such records can be categorized by their manner of utilization.
Administrative Records
Records created for documenting policy, procedures, guidelines.
Examples include:
- Audit reports
- Reports (research)
- Correspondence, general
- Correspondence, personnel
- Correspondence, purchase
- Requisitions
- Systems and procedure records
- Telephone records
- Inventory, plant records
Accounting Records
Created for documenting accounting and fiscal use.
Examples include:
- Accounts receivable
- Accounts payable ledger
- Balance sheets
- Bank deposit records
- Bank statements
- Cash books
- Pay roll
- Stock ledger
- Fixed capital records
- Budget reports
- Petty cash
- Profit & Loss Statements
Legal
Created/received to document evidence of business transactions or legal decisions.
Examples Include:
- Charters
- Affidavits
- Claims
- Copyright
- Mortgages
- Trademarks
- Licenses
- Leases
- Contracts
- Agreements
Personnel
Examples Include:
- Accident reports
- Injury claims
- Applications
- Terminations
- Attendance records
- correspondence
Advertising
Examples Include:
Media schedules, activity reports
- Contracts
- Drawings and Artwork
- Estimates
- Market data and Surveys
- Samples
- Displays
- Correspondence
Corporate
Examples:
- Annual reports
- Capital stock certificates
- Capital stock ledger
- Contracts, employee
- Dividend register
- Licenses
- Permits to do business
- Incorporation records
- Charters, constitution, by-laws e.t.c
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This is very good information to information professionals. At times it becomes a chanllenge to differentiate between administrative records and other classes of records.