Records Management Chapter 6 – Flashcards
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Goal of Records Management
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To get the right record to the right person at the right time at the lowest possible cost
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Goal
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Right Record Right Person Right Time
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Storage
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Placing records on a shelf or in a file drawer
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Storage Methods
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Alphabetic, Subject, Geographic, Numeric, or Chronologic
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Alphabetic Records Management
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Storing records in alphabetic order
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Advantage of Alphabetic
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Does not require an index Easy to understand Storage is easy following standard methods Misfiles are easily checked The direct access feature can save time Related records for one name are grouped together
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Disadvantages
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Rules must be followed to prevent misfiling Similar names may cause confusion Misfiles can result in lost records File names are not confidential Related groups for different names are not grouped together
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Considerations for Storage Equipment
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Type and volume of records Degree of protection required for records Efficiency and ease of use of the system Space available Cost
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Storage Equipment
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File Cabinets (Vertical or Lateral) Shelf files Mobile shelving
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File Capacity
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Consider file capacity and floor space requirements when selecting equipment
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Guides
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Rigid dividers used to identify a section in a file Made of pressboard or plastic Primary guides Special guides
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Folders
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Use to hold and protect records in a file Are available in various cuts and positions
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General Folder
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For records to and from correspondents with a small volume of records
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Individual Folder
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For records of an individual correspondent with several records
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Special Folder
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For records stored behind a special guide
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Care of Folders
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Limit the number of records in a folder Use score marks to expand folders Insert records with the top to the left Use a follower block to hold folders upright
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Suspension Folder
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Has hooks on each side that hang from metal rails on a file drawer
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Bellows Folder
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Has a top flap and sides to enclose records in a case
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Pocket Folder
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Has partially enclosed sides and more expansion at the bottom than an ordinary folder
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Tickler File
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A data-sequenced file by which matters pending are flagged for attention on the paper date Also called a pending file May be a physical or electronic file
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OUT Indicators
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Control devices that show the location of borrowed records
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Labels
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Contain the names, subjects, or numbers assigned to file folders
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Sorters
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Used to arrange records into alphabetic or numeric categories Holds records temporarily prior to storage Make locating unfilled records easier
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Storage Procedures
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Inspect Index Code Cross-Reference (if needed) Sort Store
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Release Mark
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Shows that a record is ready to be filed Initials, stamped
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Sort
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Arrange records in the order they are to be stored Rough sorting and Fine sorting
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Store
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Place records into storage containers
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A lost record is a ...
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Loss of time Loss of money Loss of peace of mind
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Storing records correctly is
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Very important
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A misfiled record is often
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A lost record
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Finding Misfiled Records
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Look in the folders in front of and behind the correct folder Check for transposition of numbers or names Look in preceding years or related subjects Look in the related general folder Look in the sorter or containers of unfilled records
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Indexing Incoming Correspondance
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Use the name in the letterhead (unless it is in no connection to the purpose of the letter) Use the name in the signature block
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Indexing Outgoing Correspondance
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Most important name is usually the one in the inside address
