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A paper presented to a TUNS/Revay seminar in
1990.
It has been modified only to suit a web presentation format.
Published here September, 2001. |
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Managing the Records
As well as managing the files, the records themselves also need managing. Some
simple rules can help as follows:
- Determine what records are to be kept, and how. Establish logs of the records,
so that they can be found, referred to and/or followed up as required. Well
organized contractors establish standard reference lists and coding for all
their contracts. This greatly facilitates managing, analyzing and comparing
contracts.
- Once the records have been identified, ensure that they are in fact set up,
maintained and used for managing the job.
- Review the record keeping system from time to time, because records have
a habit of growing in unexpected ways - like half the correspondence showing
up under Miscellaneous, and the other half under General. In
addition, some records may become obsolete or redundant, and should be discontinued.
Unnecessary record keeping can waste a lot of time and money.
- Records also take up space and equipment. Determine the useful life of the
different components, and take a systematic approach to record disposal.
- Take steps to ensure accuracy, reliability and hence credibility. Unreliable
records can be quite useless, as well as a waste of money, and possibly even
detrimental.
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Focus
on the Last Two Groups
