EDUCATION TANZANIA

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<h1 style="clear: right; float: right; margin-bottom: 1em; margin-left: 1em; text-align: center;">
What is communication?</h1>

Communication is like a double-acting  
 hinge, swinging 
outward to release your own ideas and swinging inward to receive the 
worthy thoughts of others. – Stacey Huish

According to the website AskDefine:

Communication is the the process of transferring information
 from a sender to a receiver with the use of a medium in which the 
communicated information is understood by both sender and receiver. It 
is a process that allows organisms to exchange information by several 
methods.

In its simplest form communication is the use of words 
to describe and convey a message or give information to another person. 
We communicate using language as a code to share information, ideas and feelings.

The following diagram was developed by Claude Shannon and Warren Weaver (1949 The mathematical theory of communication) to explain how communication works:

<div align="center">
<img src="http://www.only-effective-communication-skills.com/images/EncodingCommunicationPicturesmall.jpg" width="400" /></div>
When one person sends a message to another, as the diagram 
shows, the person sending the message (represented as the circle on the 
left) has to encode their thoughts and feelings. They have to 
find some words or actions that will be a code for their meaning. The 
person receiving the message (represented as the circle on the right) 
can’t read the sender’s mind; they have to decode the words or actions to understand what the sender meant.

There are two main types of communication, verbal and non-verbal, which we will look at in more detail below:

Verbal communication

Verbal communication
 occurs when a person puts across their message by speaking. The person 
sending the message is expected to be able to convey a message which 
clearly expresses all of their feelings, needs, wants, dreams, hopes, 
messages, values, beliefs and thoughts using the English language that 
we have available to us. The receiver has to be able to listen to the 
information, understand all that that was communicated to them, and, if 
need be, act upon any part of the message.

If the receiver
 misunderstands the message, the sender can get upset and feel like they
 are not being listened to. This can cause friction, tension, conflict, 
even anger. To avoid misunderstandings, the receiver of the message 
needs to be skilled enough to know how to understand the sender of the 
message. This is when reflective listening can be of great assistance.

What can also make a huge difference are the tonal qualities of your voice.
 The tone, pitch, volume, timbre and speed of your voice has a 
significant impact on how the message you are trying to get across to 
someone is actually received by them.

Non-verbal communication

Did you know only one third of a message that is sent 
in a person-to-person exchange is in words alone, the other two thirds 
of the message is made up of non-verbal communication? Therefore, 
non-verbal communication is very important.

There are different types of non-verbal communication which include but are not restricted to: 
• Body language 
• Physical characteristics and appearance 
• Personal space 
• Environment

Body language

Body language is the way that we communicate most, if 
not all, our non-verbal communication. One of the main parts of our body
 used for non-verbal communication is our face which is very expressive 
and can communicate many different emotions without the use of words 
(eg. happiness, sadness, anger, shock). Other parts of the body, such as
 our arms, legs, hands, fingers, can also be used to communicate (e.g. 
hugging, pointing, giving directions). Sometimes it is how we choose to 
use our body that lets others know how we are feeling. For example, if 
we hit, kick, punch, or pinch someone then we are definitely conveying a
 very strong message to that person. Our non-verbal communication can 
either encourage or discourage open channels of communication.

Physical appearance

The unfortunate reality is that a lot of people judge 
us by our physical appearance. Our body shape and size, hair, clothing, 
hygiene, how we hold ourself and our persona all communicate something 
about us. These factors will all influence how people communicate with 
us. Think about it for a moment - how might you talk to someone who is 
homeless and living on the streets in ragged clothes? Compare that with 
how you might talk to someone who wears a business suit and drives a 
Porsche? How do you talk to your friends, those people who are very 
similar to you, and you hang out with a lot? Our physical appearance 
really does communicate a lot about us and can influence how others 
communicate with us.

Personal space

Personal space refers to the distance that you put 
between yourself and another person when you are talking to them.. 
Generally one of two messages are being sent, either ‘I want you to be 
close to me’ or ‘I want you to keep your distance.’ There are four 
settings where personal space can influence the communication that can 
take place.

• public - distance in a public meeting. 
• social - distance when speaking to strangers including work colleagues. 
• personal - distance when speaking to someone of equal status. 
• intimate - distance when allowing personal contact and closeness.

Environment

Here I am referring to the spaces we live, learn or 
work in or use on a daily basis for sport or other activities. The 
environment can really affect the way communication is taken or 
understood. The way a room is organised, the colour, temperature, 
ventilation and smells all affect communication. The environment can 
have both a positive and negative effect on you.

Think about your home for a moment. Does it make you 
feel good or bad? It is neat, tidy and clean or full of empty cans and 
pizza boxes? What about your work space? How do you feel when you enter 
the building and sit at your desk? Imagine if you walked into work one 
day and found rubbish all over the floor, how would you feel about your 
work environment then?

At any of these stages, misunderstandings can occur. 
These can easily lead to hurt, anger or confusion. If our feelings don't
 fit with the words, it tends to be the non-verbal communication that 
gets heard and believed. Try saying ‘I love you’ to your partner in a 
flat, bored tone of voice without looking at him or her, and see what 
reaction you get! The good news is that with a little knowhow, these 
misunderstandings can be easily corrected.

The message you send is not necessarily the one the 
other person will receive and respond to. There are three ways we can 
guard against this sort of distortion. If you are sending a message:

1. Be aware of what you want to say. Especially be aware of what you are feeling about your partner or the situation.

2. Use I messages. That is, say what you want or feel, rather 
than make a statement about your partner. That way, your partner is more
 likely to listen to you without feeling attacked.

3. Use reflective listening to clarify any misunderstandings, and
 to check to see if you have the correct meaning of the other person’s 
message that they are trying to send to you.</div>

What is communication? Communication is like a double-acting hinge, swinging outward to release your own ideas and swingi...

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Why Records Management?

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<h1>
Why Records Management? Ten Business Reasons
</h1>
Every business or program must address well-defined objectives which 
will add value, either directly to the bottom line or toward the 
achievement of the organization's goals and objectives. Records management (RM) objectives usually fall into one of three categories:

<ul>
<li>Service (effective and efficient),</li>
<li>Profit (or cost-avoidance), and</li>
<li>Social (moral, ethical and legal) responsibility.</li>
</ul>
Records management programs must manage organizational information so
 that it is timely, accurate, complete, cost-effective, accessible and 
useable. Better information, at the right time, makes better business.

Records management programs are not generally an organization's primary business,
 and even though RM programs don't usually generate income, the 
following are the most important reasons to set up a good records 
management program in your office anyway. (Adapted from Ten Business Reasons for Records Management in Information and Records Management: Document-based Information Systems, Robek, Brown, Stephens, 1995.)

<ol>
<li>To Control the Creation and Growth of Records
Despite decades of using various non-paper storage media, the amount 
of paper in our offices continues to escalate. An effective records management program
 addresses both creation control (limits the generation of records or 
copies not required to operate the business) and records retention (a 
system for destroying useless records or retiring inactive records), 
thus stabilizing the growth of records in all formats.</li>
<li>To Reduce Operating Costs
Recordkeeping requires administrative dollars for filing equipment,
 space in offices, and staffing to maintain an organized filing system 
(or to search for lost records when there is no organized system).

It costs $22 less per linear foot of records to store inactive 
records in the Federal Records Center versus in the office. [Multiply 
that by 30% to 50% of the records in an office that doesn't have a 
records management program
 in place], and there is an opportunity to effect some cost savings in 
space and equipment, and an opportunity to utilize staff more 
productively - just by implementing a records management program.

Usually, in an office that doesn't have a records program, 30-50% of the files could be stored off-site. In EPA, we average 25 feet of paper per person. In a 30 person office that could mean a savings of $7,000 annually!</li>
<li>To Improve Efficiency and Productivity
Time spent searching for missing or misfiled records is 
non-productive. A good records management program can help any 
organization upgrade its recordkeeping systems so that information 
retrieval is enhanced, with corresponding improvements in office 
efficiency and productivity. A well designed and operated filing system 
with an effective index can facilitate retrieval and deliver information
 to users as quickly as they need it.</li>
<li>To Assimilate New Records Management Technologies
A good records management program provides an organization with the 
capability to assimilate new technologies and take advantage of their 
many benefits. Investments in new computer systems
 don't solve filing problems unless current manual recordkeeping systems
 are analyzed (and occasionally, overhauled) before automation is 
applied.</li>
<li>To Ensure Regulatory Compliance
In terms of recordkeeping requirements, the United States is the most
 heavily regulated country in the world. These laws can create major 
compliance problems for businesses and government agencies since they 
can be difficult to locate, interpret and apply. The only way an 
organization can be reasonably sure that it is in full compliance with 
laws and regulations is by operating a good records management program 
which takes responsibility for regulatory compliance, while working 
closely with the Office of General Counsel. Failure to comply with laws 
and regulations could result in severe fines, penalties or other legal 
consequences.</li>
<li>To Minimize Litigation Risks
Business organizations implement records management programs in order
 to reduce the risks associated with litigation and potential penalties.
 This can be equally true in Government agencies. A consistently applied
 records management program can reduce the liabilities associated with 
document disposal by providing for their systematic, routine disposal in
 the normal course of business.</li>
<li>To Safeguard Vital Information
Every organization, public or private, needs a comprehensive program 
for protecting its vital records and information from catastrophe or 
disaster, because every organization is vulnerable to loss. Operated as 
part of the overall records management program, vital records programs 
preserve the integrity and confidentiality of the most important records
 and safeguard the vital information assets according to a "Plan" to 
protect the records.</li>
<li>To Support Better Management Decision Making
In today's business environment, the manager that has the relevant 
data first often wins, either by making the decision ahead of the 
competition, or by making a better, more informed decision. A records 
management program can help ensure that managers and executives have the
 information they need when they need it.

By implementing an enterprise-wide file organization, including 
indexing and retrieval capability, managers can obtain and assemble 
pertinent information quickly for current decisions and future business 
planning purposes.</li>
<li>To Preserve the Corporate Memory
An organization's files contain its institutional memory, an 
irreplaceable asset that is often overlooked. Every business day, you 
create the records which could become background data for future 
management decisions and planning. These records document the activities
 of the Agency which future scholars may use to research the workings of
 the Environmental Protection Agency in the 1990's.</li>
<li>To Foster Professionalism in Running the Business
A business office with files askew, stacked on top of file cabinets 
and in boxes everywhere, creates a poor working environment. The 
perceptions of customers and the public, and "image" and "morale" of the
 staff, though hard to quantify in cost-benefit terms, may be among the 
best reasons to establish a good records management program.</li>
</ol>
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Why Records Management?

Why Records Management? Ten Business Reasons Every business or program must address well-defined objectives which will add value, eithe...

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urban threats

<div class="article_text">
 The promise of jobs
 and prosperity, among other factors, pulls people to cities. Half of 
the global population already lives in cities, and by 2050 two-thirds of
 the world's people are expected to live in urban areas. But in cities 
two of the most pressing problems facing the world today also come 
together: poverty and environmental degradation. 
Poor
 air and water quality, insufficient water availability, waste-disposal 
problems, and high energy consumption are exacerbated by the increasing 
population density and demands of urban environments. Strong city 
planning will be essential in managing these and other difficulties as 
the world's urban areas swell. 
Threats 
<ul class="bullets">
<li>Intensive urban growth can lead to greater poverty, with local governments unable to provide services for all people.</li>
<li>Concentrated energy use leads to greater air pollution with significant impact on human health.</li>
<li>Automobile exhaust produces elevated lead levels in urban air.</li>
<li>Large volumes of uncollected waste create multiple health hazards.</li>
<li>Urban development can magnify the risk of environmental hazards such as flash flooding.</li>
<li>Pollution and physical barriers to root growth promote loss of urban tree cover.</li>
<li>Animal populations are inhibited by toxic substances, vehicles, and the loss of habitat and food sources.</li>
</ul>
Solutions 
<ul class="bullets">
<li>Combat poverty by promoting economic development and job creation.</li>
<li>Involve local community in local government.</li>
<li>Reduce air pollution by upgrading energy use and alternative transport systems.</li>
<li>Create private-public partnerships to provide services such as waste disposal and housing.</li>
<li>Plant trees and incorporate the care of city green spaces as a key element in urban planning.</li>
</ul>
</div>
</div>

urban threats

...

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manage records in place

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Use a SharePoint Server 2013 records archive or manage records in place</h1>
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Published: July 16, 2012

Summary: Decide which records management approach to choose in SharePoint Server 2013.

In SharePoint Server 2013 you can manage records in an archive, or you can manage records in the same document repository
 as active documents. By using the SharePoint Server 2013 in-place 
approach, when you declare that a document has become a record, the 
record remains in place, but SharePoint Server 2013 now manages it as a 
record. For example, a document might get a different retention policy 
when it is declared to be a record, or users might be unable to edit it.

A hybrid approach is also possible. For example, you could 
keep records in place with active documents for two years, and then move
 records to a records archive when a project is completed.

As you think about whether to manage records in a separate Records Center site or in the same collaboration site in which the documents were created, consider the following questions:

<ul>
<li class="unordered">
 Is the governance
 of the collaboration site appropriate for managing records? Is your 
industry subject to regulatory requirements that mandate records be 
separated from active documents? Should the administrator of a 
collaboration site be trusted to manage a site that contains records? 
You might want to store 
records in a site that uses more restricted access than the 
collaboration site, or in a site that is backed up on a different 
schedule.

</li>
<li class="unordered">
 How long will the collaboration site be in use? If 
records will have to be kept for longer than the project is ongoing, 
selecting an in-place records management strategy means that you will 
have to maintain the collaboration site even after it is no longer used.

</li>
<li class="unordered">
 Will the project members need frequent access to the 
documents after the documents have become records? If you use an 
in-place approach, project members can access documents in the same 
manner regardless of whether the documents are active or are records.

</li>
<li class="unordered">
 Are records managers in your organization responsible for
 only records, or are they responsible for all information, regardless 
of whether it is active or a record? If records managers are responsible
 only for official records, having a separate Records Center site might 
be easier for them.

</li>
</ul>
The following table describes differences between what you 
can do with records in a record center and with records that are managed
 in-place in a collaboration site. The differences are presented from 
the point of view of both records managers and employees collaborating 
on a project team.

<h3 class="subHeading">
Differences between a records archive and in-place records</h3>
<table>
 <tbody>
<tr>
 <th>
 Factor
 </th>
 <th>
 Records archive
 </th>
 <th>
 In-place records
 </th>
 </tr>
<tr>
 <td>
 Managing record retention

</td>
 <td>
 The content organizer automatically puts new records in the correct folder in the archive’s file plan, based on metadata.

</td>
 <td>
 There may be different policies for records and active documents based on the current content type or location.

</td>
 </tr>
<tr>
 <td>
 Restrict which users can view records

</td>
 <td>
 Yes. The archive specifies the permissions for the record.

</td>
 <td>
 No. Permissions do not change when a document becomes a
 record. However, you can restrict which users can edit and delete 
records.

</td>
 </tr>
<tr>
 <td>
 Ease of locating records (for records managers)

</td>
 <td>
 Easier. All records are in one location.

</td>
 <td>
 Harder. Records are spread across multiple collaboration sites.

</td>
 </tr>
<tr>
 <td>
 Maintain all document versions as records

</td>
 <td>
 The user must explicitly send each version of a document to the archive.

</td>
 <td>
 Automatic, assuming versioning is turned on.

</td>
 </tr>
<tr>
 <td>
 Ease of locating information (for team collaborators)

</td>
 <td>
 Harder, although a link to the document can be added to the collaboration site when the document becomes a record.

</td>
 <td>
 Easier.

</td>
 </tr>
<tr>
 <td>
 Clutter of collaboration site

</td>
 <td>
 Collaboration site contains only active documents.

</td>
 <td>
 Collaboration site contains active and inactive documents (records), although you can create views to display only records.

</td>
 </tr>
<tr>
 <td>
 Ability to audit records

</td>
 <td>
 Yes.

</td>
 <td>
 Dependent on audit policy of the collaboration site.

</td>
 </tr>
<tr>
 <td>
 Administrative security

</td>
 <td>
 A records manager can manage the records archive.

</td>
 <td>
 Collaboration site administrators have permission to manage records and active documents.

</td>
 </tr>
</tbody></table>
The following table describes differences between the two 
records management approaches that might affect how you manage IT 
resources.

<h3 class="subHeading">
Resource differences between a records archive and in-place records</h3>
<table><tbody>
<tr>
 <th>
 Factor
 </th>
 <th>
 Records archive
 </th>
 <th>
 In-place records
 </th>
 </tr>
<tr>
 <td>
 Number of sites to manage

</td>
 <td>
 More sites. That is,, there is a separate archive in addition to collaboration sites.

</td>
 <td>
 Fewer sites.

</td>
 </tr>
<tr>
 <td>
 Scalability

</td>
 <td>
 Relieves database size pressure on collaboration sites.

</td>
 <td>
 Maximum site collection size reached sooner.

</td>
 </tr>
<tr>
 <td>
 Ease of administration

</td>
 <td>
 Separate site or farm for records.

</td>
 <td>
 No additional site provisioning work beyond what is already needed for the sites that have active documents.

</td>
 </tr>
<tr>
 <td>
 Storage

</td>
 <td>
 Can store records on different storage medium.

</td>
 <td>
 Active documents and records stored together.</td></tr>
</tbody></table>
</div>

manage records in place

Use a SharePoint Server 2013 records archive or manage records in place SharePoint 2013 ...

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records management

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<h1 class="title">
Overview of records management in SharePoint Server 2013</h1>
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 SharePoint 2013
 
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Published: July 16, 2012 
shamily saidi  copy right

: Learn about records management and the records management planning process in SharePoint Server 2013.

Applies to: 
 
  SharePoint Server 2013 Enterprise

A record is a document or other electronic or 
physical entity in an organization that serves as evidence of an 
activity or transaction performed by the organization and that requires 
retention for some time period. Records management is the process by 
which an organization:

<ul>
<li class="unordered">
 Determines what kinds of information should be considered records.

</li>
<li class="unordered">
 Determines how active documents that will become records 
should be handled while they are being used, and determines how they 
should be collected after they are declared to be records.

</li>
<li class="unordered">
 Determines in what manner and for how long each record type should be retained to meet legal, business, or regulatory requirements.

</li>
<li class="unordered">
 Researches and implements technological solutions and 
business processes to help ensure that the organization complies with 
its records management obligations in a cost-effective and non-intrusive
 way.

</li>
<li class="unordered">
 Performs records-related tasks such as disposing of 
expired records or locating and protecting records that are related to 
external events such as lawsuits.

</li>
</ul>
Determining which documents and other physical or electronic items in your organization are records is the responsibility of corporate
 compliance officers, records managers, and lawyers. By carefully 
categorizing all enterprise content in your organization, these people 
can help you ensure that documents are retained for the appropriate 
period of time. A well-designed records management system helps protect 
an organization legally, helps the organization demonstrate compliance 
with regulatory obligations, and increases organizational efficiency by 
promoting the disposition of out-of-date items that are not records.

<img alt="Elements of a records management system" id="f5fea576-86a7-4c26-bb89-a9167a7f4114" src="http://i.technet.microsoft.com/dynimg/IC95694.gif" title="Elements of a records management system" />
 A records management system includes the following elements:

<ul>
<li class="unordered">
 
 A content analysis that describes and 
categorizes content in the enterprise that can become records, that 
provides source locations, and that describes how the content will move 
to the records management application.

</li>
<li class="unordered">
 
 A file plan that indicates, for each kind
 of record in the enterprise, where they should be retained as records, 
the policies that apply to them, how long they must be retained, how 
they should be disposed of, and who is responsible for managing them.

</li>
<li class="unordered">
 
 A compliance requirements document that 
defines the rules that the organization's IT systems must follow to 
ensure compliance and the methods that are used to ensure the 
participation of enterprise team members.

</li>
<li class="unordered">
 
 A method for collecting records that are no longer active from all record sources, such as collaboration servers, file servers, and email systems.

</li>
<li class="unordered">
 
 A method for auditing records while they are active.

</li>
<li class="unordered">
 
 A method for capturing records' metadata and audit histories and for maintaining them.

</li>
<li class="unordered">
 
 A process for holding records (suspending their disposition) when events such as litigations occur.

</li>
<li class="unordered">
 
 A system for monitoring and reporting on the handling of records to ensure that employees are filing, accessing, and managing them according to defined policies and processes.

</li>
</ul>
SharePoint Server 2013 includes features that can help 
organizations implement integrated records management systems and 
processes.

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 <h1 class="heading">
Overview of records management planning</h1>
<div class="section" id="section70">
 This topic describes the planning steps that you should 
take to help make sure that that the records management system that you 
implement based on SharePoint Server 2013 will achieve your 
organization's records management goals. The following is a preview of 
the records management planning process:

<ol class="ordered">
<li>
 
 Identify records management roles   Successful records management requires specialized roles, such as the following:

<ul>
<li class="unordered">
 Records managers and compliance officers to categorize the records in the organization and to run the records management process.

</li>
<li class="unordered">
 IT personnel to implement the systems that efficiently support records management.

</li>
<li class="unordered">
 Content managers to find where organizational 
information is kept and to make sure that that their teams follow 
records management practices.

</li>
</ul>
</li>
<li>
 
 Analyze organizational content   Before
 creating a file plan, records managers and content managers survey 
document usage in the organization to determine which documents and 
other items can become records.

</li>
<li>
 
 Develop a file plan   After you have 
analyzed your organizational content and determined retention schedules,
 fill in the rest of the file plan. File plans differ from organization 
to organization, but generally they describe the kinds of items the 
enterprise acknowledges to be records, indicate where they are stored, 
describe their retention periods, and provide other information, such as
 who is responsible for managing them and which broader category of 
records they belong to.

</li>
<li>
 
 Develop retention schedules   For each 
record type, determine when it is no longer active (being used), how 
long it should be retained after that, and how it should ultimately be 
disposed of.

</li>
<li>
 
 Evaluate and improve document management practices   Make
 sure that required policies are being applied in document repositories.
 For example, make sure that that content is being appropriately audited
 so that suitable audits are retained together with records.

</li>
<li>
 
 Design the records management solution   Determine
 whether to create a records archive, to manage records in place, or to 
use a combination of the two approaches. Based on your file plan, design
 the record archive, or determine how to use existing sites to contain 
records. Define content types, libraries, policies, and, when it is 
required, metadata that determines the location to route a document to.

</li>
<li>
 
 Plan how content becomes records   If 
you are using SharePoint Server 2013 for both active document management
 and records management, you can create custom workflows to move 
documents to a records archive. If you are using either SharePoint 
Server 2013 or an external document management system, you can plan and 
develop interfaces that move content from those systems to the records 
archive, or that declare a document to be a record but do not move the 
document. You also create a training plan to teach users how to create and work with records.

</li>
<li>
 
 Plan email integration   Determine 
whether you will manage email records within SharePoint Server 2013, or 
whether you will manage email records within the email application 
itself.

</li>
<li>
 
 Plan compliance for social content   If your organization uses social media such as blogs, wikis, or My Sites, determine how this content will become records.

</li>
<li>
 
 Plan compliance reporting and documentation   To
 verify that your organization is performing its required records 
management practices, and to communicate these practices, you should 
document your records management plans and processes. If your enterprise
 becomes engaged in records-related litigation, you might have to 
produce these records management guidelines, implementation plans, and 
metrics on effectiveness.

</li>
</ol>
</div>
</div>

records management

Overview of records management in SharePoint Server 2013 SharePoint 2013 ...

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