CATEGORIES OF RECORDS FOUND IN ORGANIZATION


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.

Record Categories

Fig 1: Record Categories

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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