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baim_ch10

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Transcript

  • 1.  
  • 2. Geographic Records Storage Method
    • Geographic records management
    • Geographic filing system
    • Closely related to subject records management
    • Uses alphabetic and numeric filing and indexing rules
  • 3. Examples of Activities that Require Decisions Based on Location
    • Scientific research
    • Oil and gas exploration
    • Facility management
    • Real estate transactions
    • Emergency response
    • Utility and telecommunication services
    • Product distribution
    Continued on next slide
  • 4. Geographical Information System—GIS
    • A computer system designed to allow users to collect, manage, and analyze large volumes of data
    • Referenced to a geographical location by some type of geographical coordinates
    • Query or analysis of the database results in the form of a map
    Continued on next slide
  • 5. Geographical Information System—GIS
    • Increasingly considered essential components of effective engineering, planning, and emergency management operations
    Continued from previous slide
  • 6. Advantages of Geographic Records Storage
    • Operations relating to a specific location are filed together
    • Each geographic area in storage is a unit or a group, and the shift of groups of records is easily accomplished by moving an entire group from one file location to another
  • 7. Disadvantages of Geographic Records Storage
    • User must know the geographic location, or an index must be created and maintained
    • Guide and folder arrangements for some large systems are complex
    • Cross-references are necessary for both alphabetic filing methods and numeric filing methods
  • 8. Geographic Records Storage Arrangements
    • The geographic arrangement of records depends on the following:
      • The type of business
      • The way reference is made to records
      • The geographic areas related to records
  • 9. Compass Terms
    • A compass term uses compass points as part of the company or subject name.
      • Each word or unit in a filing segment is considered a separate filing unit.
      • If the term includes more than one compass point, the term should be treated as it is written.
      • When used in scientific document filing the compass term is treated as an adjective and is placed after the name.
  • 10. Examples of Names with Compass Terms
  • 11. Storage Arrangements
    • Dictionary storage arrangements
      • Lettered guide plan
      • Location name guide plan
    • Encyclopedic storage arrangements
      • Lettered guide plan
      • Location name guide plan
  • 12. Dictionary Storage Arrangements
    • A dictionary arrangement for geographic records is an arrangement of records in alphabetic order.
  • 13. Encyclopedic Storage Arrangements
    • An encyclopedic arrangement is the alphabetic arrangement of major geographic divisions plus one or more geographic subdivisions also arranged in alphabetic order.
  • 14. Guide Plans
    • Lettered guide plan —an arrangement of geographic records with primary guides labeled with alphabetic letters
    • Location name guide plan —an arrangement of geographic records with primary guides labeled with location names
  • 15. Dictionary Arrangement of Records Lettered Guide Plan Location Name Guide Plan
  • 16. Encyclopedic Arrangement of Records Lettered Guide Plan Location Name Guide Plan
  • 17. Geographic Records Storage Indexes
    • Numeric file list (accession log)—a serial list of the numbers assigned to records in a numeric storage system
    • Alphabetic index —lists all correspondents or subjects in geographic storage
    • Master index —a complete listing of all filing segments in the filing system
  • 18. Alphabetic Index for Numeric Geographic Files
  • 19. Alphabetic Index for Geographic Files
  • 20. Master index for Geographic Files
  • 21. Geographic Records Storage and Retrieval Procedures
    • Supplies include guides, folders, and OUT indicators.
    • Retrieval procedures such as requisitioning, charging out, and following up are basically the same as alphabetic, subject, and numeric methods.
  • 22. Inspecting and Indexing
    • Record is inspected to determine if it is released for storage and indexed by scanning the content to determine its proper place in storage
  • 23. Coding
    • Code the document for geographic storage
      • Mark the correspondents’ location first
      • Write numbers above or below the filing segment to show the order of indexing and alphabetizing units
      • Code the name of the correspondent by underlining the name,
      • Place diagonals between the indexing units, and number the succeeding units
  • 24. Cross-Referencing
    • As necessary in the geographic storage method as it is in the alphabetic or numeric storage methods
    • Use established rules for cross-referencing personal and business names
    Continued on next slide
  • 25. Cross-Referencing
    • Additional Cross-References
      • Names of organizations having more than one address
      • Organizations located at one address and doing business under other names at other locations
      • A foreign country name translated into its English equivalent
    Continued from previous slide Continued on next slide
  • 26. Cross-Referencing
    • Insert cross-references in both the alphabetic or numeric index and the storage file
      • In the numeric index prepare an entry for each of the identification numbers assigned to each file
      • In the alphabetic index, prepare an entry for every name
    Continued from previous slide
  • 27. Types of Cross-References
    • Cross-reference sheet
    • Cross-reference guide
    • SEE ALSO cross-reference notation
  • 28. Cross-Reference Sheet
    • Cross-reference sheet —a sheet placed in an alternate location in the file directing the filer to a specific record stored in a different location other than where the filer is searching
  • 29. Cross-Reference Guide
    • Cross-reference guide —a special guide serving as a permanent marker in storage indicating that all records pertaining to a correspondent are stored elsewhere
  • 30. SEE ALSO Cross-Reference
    • SEE ALSO cross-reference —a notation on a folder tab or cross-reference sheet directing the filer to multiple locations for related information
  • 31. Sorting and Storing
    • Sort records numerically by file code or alphabetically by location
    • Complexity of a geographic arrangement requires extreme care when storing
      • Lettered Guide Plan—use the guides to locate the alphabetic section within which the name falls
      • Location Name Guide Plan—find the primary guide and look for the correct name on a secondary guide. If a secondary guide is present, also look for an individual correspondent’s folder
  • 32. Retrieving
    • Ask for the record (requisition)
    • Check the alphabetic or numeric index to determine the location of the record
    • Remove the record from the files
    • Complete charge-out documentation for the record
    • Follow up to see that the record is returned to storage within a specified time

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