The Records Management Unit

In early 1900’s, the Belize Archives Department mounted an intense campaign to identify and transfer records within government agencies which either had a continuing administrative or archival value.

In 1997, a Records and Information Management Improvement Project was initiated within the Public Service of Belize. Later in 2000, a Records Management Unit was established within the Belize Archives & Records Service to spearhead records and information management programmes.

The objective of the Records Management Unit is to provide professional assistance for the proper management of records by implementing appropriate and standardized Records and Information Management Systems. The proper management of record is important to both the public and private sector because it assists with accurate and timely decision making, it protects citizens’ rights, and it affects the effectiveness and efficiency in customer service.

One of the world’s most important resources is information. Information not communicated is valueless and information that cannot be found is worthless. Hence, the responsibility that lies in the hand of the Belize Archives and Records Service is enormous to sensitize the users of records how important it is to properly handle, care and manage our records.

The Records Management Unit performs two major tasks which are Outside Records Management and In House Records Management.

Outside records management entails the intense review and appraisal of current and semi-current records. The review of these records at these different stages is to identify file classification schemes for the implementation of a standardized records and information management system. Also these records are appraised and organized in a system for quick reference and accessibility. At this point some records deem to have archival value or no value at all and are needed to be kept for permanent preservation or recommended for destruction either by burning or shredding.

Other responsibilities of the Records Management Unit is :

· Monitor systems setup to ensure they are functioning properly;

· Facilitate training seminars and workshops to public officers working in records management sections;

· Assist non-governmental agencies with the implementation of proper records and information management system and provide training;

· Provide storage and reference services for records transferred to the department.

To date over 70,000 files have been appraised and transferred to the Belize Archives & Records Service from sixty (60) public and private sector agencies and are now being catalogued and automated for speedy accessibility by the users and creators of these records.