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

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