Alphabetic Records Management <ul><li>Alphabetic Records Management —a method of storing and arranging records according t...
Terms <ul><li>Records management —the systematic control of all records from their creation, or receipt, through their pro...
Terms <ul><li>Storage method —a systematic way of storing records according to an alphabetic, subject, numeric, geographic...
Storage Equipment <ul><li>Storage equipment commonly used for paper records </li></ul><ul><ul><li>Vertical file cabinets <...
Storage Capacity
Comparison of Floor Space  (does not include aisle space) 3 sq. ft. 5.5 sq. ft. 4.9 sq ft. Total 0 sq. ft. 1.0 sq. ft. 2.0...
Storage Supplies <ul><li>Supplies commonly used for paper records  </li></ul><ul><ul><li>Guides </li></ul></ul><ul><ul><li...
Guides <ul><li>A  guide  is a rigid divider used to identify a section in a file an to facilitate reference to a particula...
Examples of Guides Continued from previous slide
Folder <ul><li>Folders are containers used to hold and protect records. </li></ul><ul><ul><li>A  general folder  holds rec...
Folder Cuts and Tab Positions File Drawer Open-Shelf  Files
OUT Indicator <ul><li>Control device showing the location of borrowed records </li></ul><ul><ul><li>OUT guide  or  sheet  ...
Storage Supplies <ul><li>Label —device containing the name of the contents of a folder, drawer, or container </li></ul><ul...
Selection Considerations <ul><li>Type and volume of records  </li></ul><ul><li>Degree of required protection of records </...
Alphabetic System Advantages <ul><li>System does not require an index. </li></ul><ul><li>All records for correspondent nam...
Alphabetic System Advantages <ul><li>Misfiles are easily checked by examining alphabetic sequence. </li></ul><ul><li>The d...
Alphabetic System Disadvantages <ul><li>Misfiling is prevalent if rules for alphabetic storage are not established and fol...
Alphabetic System Disadvantages <ul><li>Names on folders are seen instantly by anyone who happens to glance at an open sto...
Alphabetic System Design <ul><li>Considerations </li></ul><ul><ul><li>Total volume of records to be stored  </li></ul></ul...
Color <ul><li>Color enhances the effectiveness of a records storage system  </li></ul><ul><ul><li>Color coding  is the use...
Storage Procedures Locate record by filing segment Retrieve Place record in appropriate folder Store Indicate record locat...
Tips for Indexing <ul><li>On incoming correspondence, the name for storage purposes is usually in the letterhead </li></ul...
Coded Letter Release Mark Letterhead on incoming document coded for storage
Tickler File <ul><li>A date-sequenced file  </li></ul><ul><li>Provides reminders that specific action must be taken on spe...
Misfiled and Lost Records <ul><li>Result from improper indexing, coding, and storage of records  </li></ul><ul><li>Often d...
Upcoming SlideShare
Loading in …5
×

baim_ch06

839 views
747 views

Published on

Published in: Business, Technology
0 Comments
0 Likes
Statistics
Notes
  • Be the first to comment

  • Be the first to like this

No Downloads
Views
Total views
839
On SlideShare
0
From Embeds
0
Number of Embeds
13
Actions
Shares
0
Downloads
43
Comments
0
Likes
0
Embeds 0
No embeds

No notes for slide

baim_ch06

  1. 2. Alphabetic Records Management <ul><li>Alphabetic Records Management —a method of storing and arranging records according to letters of the alphabet </li></ul>
  2. 3. Terms <ul><li>Records management —the systematic control of all records from their creation, or receipt, through their processing, distribution, organization, storage, and retrieval to their ultimate disposition </li></ul><ul><li>Storage —placement of records, on a shelf, or in a file drawer </li></ul>Continued on next slide
  3. 4. Terms <ul><li>Storage method —a systematic way of storing records according to an alphabetic, subject, numeric, geographic, or chronologic plan </li></ul><ul><li>Storage procedures —a series of steps for the orderly arrangement of records as required by a specific storage method or system </li></ul>Continued from previous slide
  4. 5. Storage Equipment <ul><li>Storage equipment commonly used for paper records </li></ul><ul><ul><li>Vertical file cabinets </li></ul></ul><ul><ul><li>Lateral file cabinets </li></ul></ul><ul><ul><li>Shelf files </li></ul></ul><ul><ul><li>Mobile shelving </li></ul></ul>
  5. 6. Storage Capacity
  6. 7. Comparison of Floor Space (does not include aisle space) 3 sq. ft. 5.5 sq. ft. 4.9 sq ft. Total 0 sq. ft. 1.0 sq. ft. 2.0 sq. ft Drawer-pull space 3 sq. ft. 4.5 sq. ft. 2.9 sq. ft Floor space Shelf files Lateral file Vertical file
  7. 8. Storage Supplies <ul><li>Supplies commonly used for paper records </li></ul><ul><ul><li>Guides </li></ul></ul><ul><ul><li>Folders </li></ul></ul><ul><ul><li>OUT indicators </li></ul></ul><ul><ul><li>Labels </li></ul></ul><ul><ul><li>Sorters </li></ul></ul>
  8. 9. Guides <ul><li>A guide is a rigid divider used to identify a section in a file an to facilitate reference to a particular location. </li></ul><ul><ul><li>Primary guide identifies a main file section </li></ul></ul><ul><ul><li>Special guide identifies an individual, company, or subject </li></ul></ul>Continued on next slide
  9. 10. Examples of Guides Continued from previous slide
  10. 11. Folder <ul><li>Folders are containers used to hold and protect records. </li></ul><ul><ul><li>A general folder holds records to and from correspondents with a small volume of records. </li></ul></ul><ul><ul><li>A individual folder holds records for an individual correspondent. </li></ul></ul><ul><ul><li>A special folder follows a special guide. </li></ul></ul>
  11. 12. Folder Cuts and Tab Positions File Drawer Open-Shelf Files
  12. 13. OUT Indicator <ul><li>Control device showing the location of borrowed records </li></ul><ul><ul><li>OUT guide or sheet replaces a borrowed record </li></ul></ul><ul><ul><li>OUT folder replaces a borrowed folder </li></ul></ul>
  13. 14. Storage Supplies <ul><li>Label —device containing the name of the contents of a folder, drawer, or container </li></ul><ul><li>Caption —a title, heading, or description of a record(s) printed on a label </li></ul>
  14. 15. Selection Considerations <ul><li>Type and volume of records </li></ul><ul><li>Degree of required protection of records </li></ul><ul><li>Efficiency and ease of use of equipment and systems </li></ul><ul><li>Space considerations </li></ul><ul><li>Cost </li></ul>
  15. 16. Alphabetic System Advantages <ul><li>System does not require an index. </li></ul><ul><li>All records for correspondent names that begin with numbers written as digits are filed before all alphabetic names. </li></ul><ul><li>The alphabetic dictionary (A to Z) order of arrangement is simple to understand. </li></ul><ul><li>Storage is easy if standard procedures are followed. </li></ul>Continued on next slide
  16. 17. Alphabetic System Advantages <ul><li>Misfiles are easily checked by examining alphabetic sequence. </li></ul><ul><li>The direct access feature can save time and, thus, reduce costs of operation. </li></ul><ul><li>Related records from one name, either a company or an individual, are grouped together. </li></ul>Continued from previous slide
  17. 18. Alphabetic System Disadvantages <ul><li>Misfiling is prevalent if rules for alphabetic storage are not established and followed. </li></ul><ul><li>Similar names may cause confusion, especially when spellings are not precise. </li></ul><ul><li>Transposition of some letters of the alphabet is easy, causing filing sequence to be out of order. </li></ul><ul><li>Filing under the wrong name can result in lost records. </li></ul>Continued on next slide
  18. 19. Alphabetic System Disadvantages <ul><li>Names on folders are seen instantly by anyone who happens to glance at an open storage container. Consequently, confidential or classified records are not secure. </li></ul><ul><li>Related records with different correspondent names are filed in more than one place. </li></ul>Continued from previous slide
  19. 20. Alphabetic System Design <ul><li>Considerations </li></ul><ul><ul><li>Total volume of records to be stored </li></ul></ul><ul><ul><li>Number of records in each alphabetic section </li></ul></ul><ul><ul><li>Expected activity (use) of the files </li></ul></ul><ul><ul><li>Length of time records are to be kept </li></ul></ul><ul><ul><li>Efficiency of the filing personnel </li></ul></ul><ul><ul><li>Time and resources available for training </li></ul></ul>
  20. 21. Color <ul><li>Color enhances the effectiveness of a records storage system </li></ul><ul><ul><li>Color coding is the use of color as an identifying aid in a filing system </li></ul></ul><ul><ul><li>Color accenting is the consistent use of different colors for different supplies in the storage system </li></ul></ul>
  21. 22. Storage Procedures Locate record by filing segment Retrieve Place record in appropriate folder Store Indicate record location under alternate filing segments Cross-Reference Arrange records alphabetically by filing segment Sort Mark filing units on record Code Read content to determine filing segment Index Check for release mark Inspect
  22. 23. Tips for Indexing <ul><li>On incoming correspondence, the name for storage purposes is usually in the letterhead </li></ul><ul><li>On an outgoing letter, the most important name is usually in the letter address </li></ul><ul><li>When both the company and the name of the individual are shown, use the company name </li></ul><ul><li>On a personal letter, the writer’s name usually should be used for storage </li></ul>
  23. 24. Coded Letter Release Mark Letterhead on incoming document coded for storage
  24. 25. Tickler File <ul><li>A date-sequenced file </li></ul><ul><li>Provides reminders that specific action must be taken on specific dates </li></ul>
  25. 26. Misfiled and Lost Records <ul><li>Result from improper indexing, coding, and storage of records </li></ul><ul><li>Often delay or affect the work of employees </li></ul><ul><li>Reduce an organization’s effectiveness in serving customers </li></ul>

×