Ch04 records management
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This document provides rules for alphabetic indexing of records. Rule 9 discusses sorting identical names by city, state/province, street, and house number. Rule 10 covers indexing government names, with the level of government (local, state, federal, foreign) determining the order of units in the name. Cross-references are suggested for foreign names. Subject titles may also be used as key indexing units, with subdivisions and correspondent names following.
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This document discusses rules for alphabetic indexing. It covers rules for titles and suffixes in personal and business names (Rule 5), articles and particles in names (Rule 6), numbers in names (Rule 7), and organizing institutions (Rule 8). It also provides examples of cross-referencing names that are hyphenated, changed, similar, or divisions of larger companies. The document is from a textbook on records management and aims to explain best practices for alphabetically organizing names and other index terms.
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This document discusses rules for alphabetic indexing and cross-referencing of records in a filing system. It outlines 4 main rules for indexing units in filing segments: 1) order of personal and business name units, 2) treatment of minor words/symbols, 3) disregarding punctuation and possessives, and 4) handling single letters and abbreviations. Cross-referencing involves creating references to indicate alternate storage locations for records filed under different names.
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This document provides an overview of alphabetic indexing rules 1-4 for records management. It discusses the need for alphabetic order in filing systems and defines key terms like indexing, filing segments, indexing units, and coding. The four main rules covered are: 1) indexing order of units for personal and business names, 2) treatment of minor words/symbols in business names, 3) disregarding punctuation in names, and 4) handling single letters, abbreviations, and initials. Examples are provided for each rule along with guidelines for cross-referencing records.
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This document discusses rules 5 through 8 for alphabetic indexing. Rule 5 covers how to file personal and business names that include titles or suffixes. Rule 6 discusses ignoring articles and particles when filing names. Rule 7 provides guidance on filing numbers that are written out or in digits within names. Rule 8 indicates that organizations and institutions should be filed according to the name on their letterhead. The document also provides examples of how to handle cross-referencing for hyphenated names, divisions/subsidiaries, changed names, and similar names.
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This document provides an overview of records management. It discusses the definition of records and how they are classified and used. Records have administrative, legal, and historical value. Records management involves planning, organizing, controlling, and leading the records through their life cycle, which includes creation, maintenance/use, and disposition. Records are indexed and coded for storage and retrieval using rules that determine filing order. Common storage methods include alphabetic, numeric, subject, and geographic systems. Equipment like file cabinets, folders, and labels aid in properly storing records.
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The document discusses subject records management systems. It describes how records are stored and retrieved by their subject rather than by names. Records are filed under main subject titles and subdivisions. Indexes and cross-references are required to help locate records indirectly. Storing records properly involves inspecting, indexing, coding, cross-referencing, sorting, and storing files in alphabetical order. Retrieving records uses the indexes and OUT indicators to find requested records. Understanding subject filing systems is important for efficient records retrieval.
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1) Alphabetic records management involves storing records according to the letters of the alphabet using various storage equipment like file cabinets and shelf files.
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The document outlines rules for alphabetic filing and indexing of records. It discusses indexing the key units in personal names by surname, given name, and middle initial. For business names, each word is a separate unit indexed as written. Minor words like articles and prepositions are separate units. Punctuation is disregarded. Initials and abbreviations are treated as single units. Cross-referencing is used for unusual names, hyphenated surnames, alternate names, and similar names to aid retrieval.
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This document discusses rules for alphabetic indexing. It covers rules for titles and suffixes in personal and business names (Rule 5), articles and particles in names (Rule 6), numbers in names (Rule 7), and organizing institutions (Rule 8). It also provides examples of cross-referencing names that are hyphenated, changed, similar, or divisions of larger companies. The document is from a textbook on records management and aims to explain best practices for alphabetically organizing names and other index terms.
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This document provides an overview of records management. It discusses the definition of records and how they are classified and used. Records have administrative, legal, and historical value. Records management involves planning, organizing, controlling, and leading the records through their life cycle, which includes creation, maintenance/use, and disposition. Records are indexed and coded for storage and retrieval using rules that determine filing order. Common storage methods include alphabetic, numeric, subject, and geographic systems. Equipment like file cabinets, folders, and labels aid in properly storing records.
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This chapter introduces key concepts in records management. It discusses the challenges posed by the growing information explosion. Records management is defined as the systematic control of records from creation through final disposition. Records are classified based on their use, place of use, and value to the organization. The functions of records management include planning, organizing, leading and controlling records according to their lifecycle stages of creation, distribution, use, maintenance and final disposition. Emerging trends like electronic records, email, document imaging and e-commerce are also discussed.
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This document provides instructions for maintaining a Microsoft Access 2013 database, including how to add, update, filter, and delete records; update table and field properties; create queries; and format reports. Procedures covered include adding new fields, creating lookup fields, specifying validation rules and formats, updating records using forms and queries, filtering records using various criteria, and updating reports to reflect changes in tables. The document contains screenshots to illustrate each step.
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This document provides instructions for performing various querying tasks in Microsoft Access 2013, including:
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This document provides objectives and instructions for Chapter 2 of a Microsoft Excel 2013 textbook. The chapter covers entering formulas using the keyboard or point mode, applying functions like MAX, MIN and AVERAGE, verifying formulas, formatting worksheets by applying themes, date formats and conditional formatting, adjusting column width and row height, checking spelling, changing print settings and margins, and printing sections of a worksheet.
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This document provides step-by-step instructions for creating worksheets and charts in Microsoft Excel 2013. It describes how to enter and format text and numbers, calculate sums using functions, copy cells using fill handle, apply cell styles, insert and format charts, change worksheet properties, and preview and print worksheets. The objectives covered include describing Excel worksheets, entering and summing data, formatting cells, inserting pie charts, changing tab names and colors, using AutoCalculate for statistics, and correcting errors.
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This chapter discusses how to reuse and customize presentations in PowerPoint 2013. It covers how to add media like photos, videos, and audio; apply effects and animation; change themes and variants; and print handouts. The objectives are to learn how to insert various media types, control audio and video playback, add entrance, emphasis and exit effects, modify animation timing, customize themes and colors, and print handouts from a presentation.
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This document provides instructions for enhancing presentations in Microsoft PowerPoint 2013 with pictures, shapes, WordArt, backgrounds, and notes. It describes how to search for and apply themes, insert and format pictures and shapes, add text and effects, change fonts and slide backgrounds, find and replace text, check spelling, and print speaker notes. The objectives are to learn how to enhance slides visually and make text more interesting with these various tools and formatting options in PowerPoint.
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This document provides instructions for creating and editing a presentation with Microsoft PowerPoint 2013. It covers how to choose a theme, create title and text slides, add and format text, insert and modify pictures and illustrations, duplicate slides, add transitions, view a slideshow, and print the presentation. The instructions are broken down step-by-step with screenshots to illustrate each task. The overall goal is to guide users through building a presentation with various slide layouts, formatting text, including graphical elements, and enhancing the slideshow.
Word Chapter 03
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Chapter 10 Communications and Networks
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Chapter 8 Digital Storage
This chapter discusses different types of digital storage used in computing. It describes internal hard disks and their characteristics like tracks, sectors and platters. External hard disks and RAID configurations are used to improve storage capacity and reliability. Flash memory provides alternatives like solid state drives, memory cards and USB drives. Cloud storage holds data on internet servers. Optical discs include CDs, DVDs and their read/write capabilities. Larger organizations use enterprise storage such as RAID, NAS, SAN and tape drives to manage large volumes of data and information. A variety of other storage methods are also covered like magnetic stripe cards, smart cards, RFID and microfilm.
Chapter 09 Operating Systems
This document summarizes the key functions and types of operating systems. It describes how operating systems start up and shut down devices, provide user interfaces and memory management, run programs, and connect to networks. It also outlines several popular desktop operating systems like Windows, Mac OS, Linux, and Chrome OS, as well as server systems and mobile platforms such as Android, iOS, and Windows Phone. The document provides an overview of operating system functions to coordinate hardware, software, and user tasks.
Chapter 05 Digital Safety and Security
This document summarizes the key topics covered in Chapter 5 of Discovering Computers on digital safety and security. It defines digital security risks and types of cybercriminals. It describes various internet and network attacks and ways to prevent unauthorized computer access. It also discusses techniques used to protect against software piracy, the use of encryption and digital signatures, and issues around information privacy, accuracy, and ethics.
Chapter 06 Inside Computers and Mobile Devices
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Chapter 3 Computers and Mobile Devices
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Chapter 4 Programs and Apps
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ุฉ ุชุดุฑูุญ ุงูุฌูุงุฒ ุงูููููู (ูุธุฑู 3)
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4- ูููุงูู ุจุนุถ ุงูู
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Ch04 records management
- 1. RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 4 Alphabetic Indexing Rules 9-10 Copyright 2011 South-Western, Cengage Learning
- 2. Rule 9: Identical Names โข For identical names, sort records by โ City names first โ State or province names second โ Street names third โ House or building numbers fourth 2
- 3. Rule 9: Identical Names 3
- 4. Rule 10: Government Names โข For local and regional government names โ The name of the county, city, town, or village is the first unit โ The most distinctive part of the name comes next (examples: public library, fitness center, water works) โ The type of office comes next (examples: county of, city of, department of, office of) โ โOfโ is not added to a name 4
- 5. Rule 10: Government Names 5
- 6. Rule 10: Government Names โข For state government names โ The name of the state or province is the first unit โ The most distinctive part of the name comes next (examples: attorney general, environmental quality) โ The type of office comes next (examples: office of, department of) โ โOfโ is not added to a name 6
- 7. Rule 10: Government Names 7
- 8. Rule 10: Government Names โข For federal government names โ Use three indexing levels rather than units โ United States Government is the first level โ The name of a department or top-level agency is the second level โ A distinctive name is the third level (examples: national weather service, civil rights office) โ โOfโ and โtheโ are not considered but may be included for clarity 8
- 9. Rule 10: Government Names 9
- 10. Rule 10: Government Names โข For foreign government names โ Index the name as translated to English โ Use the most distinctive part of country name as the first unit โ Index the balance of country name โ Index distinctive names for branches, departments, or offices next 10
- 11. Rule 10: Government Names 11
- 12. Cross-Reference Examples โข Foreign business names โ File records under the English translation of the name โ Cross-reference using the foreign name 12
- 13. Cross-Reference Examples โข Foreign government names โ File records under the English translation of the name โ Cross-reference using the foreign name 13
- 14. Subject Titles โข Subject titles may be used in an alphabetic name file โ Applications โ Bids or project names โ Special promotions or celebrations โข The subject title is the key unit โข Subject subdivisions are indexed next โข The correspondentโs name is indexed next 14