Council on archives international records management trust

Managing Financial Records

Principal Authors

Piers Cain and Don Brech

Piers Cain is the Director of Research, Development and Education of the International Records Management Trust. He is responsible for developing and implementing the Trust’s research strategy, directing research projects and overseeing the Trust’s education projects. His research interests include the impact of the ‘information revolution’ on in both industrialised and developing countries. In addition Mr Cain has extensive experience in a wide range of organisations, including Reuters Ltd, International Monetary Fund, European Bank for Reconstruction and Development and the Corporation of London.

Don Brech is principal consultant of Records Management International Limited in Hong Kong. He has over 30 years experience in records management and has held senior professional positions in government organisations and cultural institutions in Australia, the United Kingdom and Hong Kong. In 1994 he established his own consultancy company. As a consultant he has worked with clients in Africa, Asia and Europe on the development of records strategies, the design and implementation of records systems and records training programs. Born and educated in England, he graduated from Cambridge University and emigrated to Australia in 1965. In 1966 he was appointed assistant archivist at the Commonwealth Archives Office (now National Archives of Australia). He held foundation appointments at the Royal Air Force Museum, Hendon, the Riverina College of Advanced Education, Wagga Wagga, and the Northern Territory Archives Service, Darwin. He was appointed first Government Records Service Director in the Hong Kong Government in 1989.

Contributors

Kimberly Barata

Barbara Reed

John Walford

Reviewers

Pino Akotia, University of Legon, Ghana

Ray Bennett, (formerly) National Audit Office, UK

Ron Denault, Condar Consulting, Canada

Peter Mazikana, ARA-Techtop Consulting, (formerly) National Archives, Zimbabwe

Robert Meagher, Condar Consulting, Canada

Vincent Spring, (formerly) Accountant General’s Department, Ghana

Testers

University of Botswana

Contents

Introduction 1

Lesson 1 The Importance of Record Keeping for

Financial Management 6

Lesson 2 Stakeholders 19

Lesson 3 The Financial Management System: Business
Functions, Processes and Outcomes 29

Lesson 4 Financial Management Functions: Information

Systems and Records 44

Lesson 5 Managing Financial Records in a Mixed

Paper/Electronic Environment 63

Appendix 1: Accounting Records Retention Schedule 82

Lesson 6 Integrated Financial Management Systems 87

Lesson 7 What to Do Next? 108

Appendix 2: Glossary of Financial Terms 123

Figures

1. 
   The Financial Accountability Cycle 11
   
2. 
   Conceptual Framework for the Budget Function 20
   
3. 
   Functions and Processes of the Legislative Framework 30
   
4. 
   Inter-relationships in Financial Management 33
   
5. 
   Financial Management: Main Functions and Processes 36
   
6. 
   Illustration of Documentation Flow in Relation to the Payment Function 46
   
7. 
   Analysis of Documentation Flow in Relation to the Payments Function 49
   
8. 
   Analysis of Documentation Flow: Revenue 52
   
9. 
   Outline of Documentation Flow: Revenue 53
   
10. 
    Documentation Flow Within the Accounting Function 54
    
11. 
    Financial Management: Main Information Systems and Records 59
    
12. 
    Financial Management System Boundaries 88
    
13. 
    Stages of Expenditure 93
    
14. 
    Scope of an IFMS 97
    
15. 
    Chart of Accounts 98
    

Introduction

Introduction to Managing Financial Records

The purpose of the Managing Financial Records module is to

• 
  provide a management framework for the control of financial records as a vital resource for public sector financial management, economic policy development and planning
  
• 
  assist records managers and non-records staff, including accounting and audit personnel, to manage financial records in support of public accountability and good governance
  
• 
  inform policy makers and administrators associated with the financial management process of the value of, and necessity for, the effective management of financial records.
  

This module focuses primarily on the management of financial records in the public sector, with a particular emphasis on records created by central government agencies. It will also be relevant to local government agencies; and will have some relevance to semi-government and private sector organisations.

In many countries the tradition is that records managers do not become involved in managing financial records; it is generally assumed that financial records management is the responsibility of accountants. However, accounting staff have rarely been introduced to records management principles and practices. They know what information they require and why, but they seldom receive training on how it should be kept. Therefore, the care of financial records often falls in the gap between the two professions. This problem often extends through all financial management functions.

The situation has important consequences for the capacity of countries around the world to manage public sector spending and to introduce measures to enhance accountability and transparency. Records managers have an important role to play in the care of financial records; this module aims to help them understand the functions and tasks involved.

The module deliberately contains a large amount of material on financial management. There is considerable emphasis on the analysis of stakeholders (or users), on functions and processes and on information flows. Financial records are examined in this context.

There are two reasons for including a high level of financial information in this module. First, in many countries there is no easy way for records managers to obtain this information, and unless they can speak the language of accountants and auditors, they will not be able to make an effective contribution. Second, financial systems are so complex that there is no way to teach records managers how to manage the records generated by these systems other than by equipping them to analyse the various components of financial systems and then to apply records management principles.

The module does not seek to cover records management principles in any depth, as they are covered in detail in other modules. However, it does address records issues that specifically affect financial records.

The following key terms used in the module are defined here, so that users are familiar with them as they work through the lessons. A more detailed glossary of financial terms is also included as an annex to this module.

Financial management: The planning, controlling, implementation and monitoring of fiscal policies and activities, including the accounting and audit of revenue, expenditure, assets and liabilities.

Records management: That area of general administrative management concerned with achieving economy and efficiency in the creation, maintenance, use and disposal of the records of an organisation throughout their entire life cycle and in making the information they contain available in support of the business of that organisation..

Accountability: The requirement to perform duties, including financial and operational responsibilities, in a manner that complies with legislation, policies, objectives and expected standards of conduct.

Financial records: Records resulting from the conduct of business and activities relating to financial management.

Users of the module should bear in mind that financial management and records management operate in a dynamic and changing environment. The information provided in this module offers sound principles for the management of financial records, but specific management strategies will change over time and will differ from country to country.

The module addresses records care at an advanced level; those studying it should have a solid grounding in and experience with records management. Students using this module should have worked through or be familiar with the issues discussed in the core and advanced modules in this study programme before beginning.

This module is composed of seven lessons:

Lesson 1: The Importance of Record Keeping for Financial Management

Lesson 2: Stakeholders

Lesson 3: The Financial Management System: Business Functions, Processes and Outcomes

Lesson 4: Financial Management Functions: Information Systems and Records

Lesson 5: Managing Financial Records in a Mixed Paper/Electronic Environment

Lesson 6: Integrated Financial Management Systems

Lesson 7: What to Do Next?