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Ch06 records management slide show part 2 with notes
- 1. 1
- 2. RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 6—Part II Alphabetic Records Management, Equipment, and Procedures Copyright 2011 South-Western, Cengage Learning
- 3. File Capacity • Consider file capacity and floor space requirements when selecting equipment 3
- 4. Guides • Rigid dividers used to identify a section in a file • Made of pressboard or plastic • Primary guides • Special guides 4
- 5. Folders • Used to hold and protect records in a file • Are available in various cuts and positions 5
- 6. Folders • General folder—for records to and from correspondents with a small volume of records • Individual folder—for records of an individual correspondent with several records • Special folder—for records stored behind a special guide 6
- 7. Care of Folders • 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 7
- 8. Types of Folders • Suspension folder—has hooks on each side that hang from metal rails on a file drawer • Bellows folder—has a top flap and sides to enclose records in a case • Pocket folder—has partially enclosed sides and more expansion at the bottom than an ordinary folder 8
- 9. RECORDS MANAGEMENT Judith Read and Mary Lea Ginn THE END!
Editor's Notes
- Welcome to part two of the chapter 6 Discussion
- We will continue our discussion on alphabetic records management equipment and procedures
- When choosing the most cost-effective filing storage system and equipment, we must compare the office file capacity and the available office floor space. The estimated capacity for a standard four drawer file cabinet is about 10,000 records which is calculated at about 100 sheets per linear inch including guides and folders. One must allow 3 to 4 inches of working space at the end of the file drawer or shelf section to allow easy removal and replacement of file folders. A letter size vertical cabinet drawer measures 15 x 28” and therefore holds about 25 linear inches of records. A lateral file drawer is 18 x 36” with a file capacity of 33 linear inches. You need to also allocate pullout drawer space for vertical filing cabinets because they require approximately an additional two feet of space and lateral file drawers use approximately 1 foot. As you see in this slide, shelf filing require less floor space because they need no drawer pulls space and are not as deep as file cabinets. Entire records can be readily assessed from shelving systems up to seven shelves high. This illustration shows the capacity and floorspace requirements for the three types of storage equipment mentioned in this slide.As you’ll see from this information shelf files save the filer time as well as office space because you don’t have any drawers to open before records assessed.The disadvantages to shelf filing is that they are not as secure when confidentiality is of essence. We are able to purchase filing cabinets with keys and fireproofing capabilities if the records are so important that they require such protection. It is not a good idea to invest in fireproof equipment if it is not needed because such equipment can be very expensive.
- Guides are made from hard cardboard and are used to guide the filer to certain sections within the filing system. Guides can be made of heavy material such as pressboard Manilla or plastic. The tab which protrudes from the guides can be further reinforced to improve durability and reduce the appearance of wear and tear.There are two types of guides:Primary guides-this is a divider that identifies the main division or section of a file and is always positioned in front of the records it identifies. The diagram on page 166 figure 6.2 shows the primary guides positioned on the far left of the illustration.Special guides are the second type of guide-These guides are also referred to as auxiliary guides. Special or auxiliary guides are used to lead the eye quickly to a specific place in a file and may be used in the following ways:To indicate the location of the individual or company folder with a high volume of correspondence.To introduces a special section of subjects such as applications being conferences exhibits projects or speeches.Identifies section reserved for names with the same key indexing unitAgain refer to figure 6.2 on page 166 the example shows the special guides listed towards the center of the file drawer with the captions Applications, Bailey, Bennett, Bosworth.Notice that the tab for the shelf guide located on the side as shown in the photo at the bottom right of this slide. In summary guides are used to keep related records together
- Folders are supplies used to hold the contents of a file and protect records. They’re usually made of heavy material such as Manella, plastic, or pressboard and the tab are either located at the top or on the side. Folders comes in various sizes and have many different tab cuts. A Cut is defined according to its size in relationship to the folder size. A straight cut Experience across the complete with the folder. As you will see, the folder on your left shows a straight cutfolder. The middle folder illustrates a one third cut folder. The tab labeled first is considered the first cut position; second the second cut position; third the third cut position. The set of folders pictured on the right demonstrate the one-fifth cut folder setup.Records may be arranged in the drawer in a staggered or straight-line arrangement. The straight-line arrangement tends to be better because the eye travels in the straight-line much better the enhancing speedy records retrieval.
- General folders serve as a holding place for correspondence from persons who don’t send mail to your very often. The volume of correspondence you receive from them is so limited that it is not necessary to make an individual folder for them. Records are arranged alphabetically by the correspondents’ name (last name first of course) with the most recent pieces in front. Individual folders are prepared for correspondents from whom you receive large amounts of mail. A file manager usually sets criteria for when an individual folder is warranted. These records are also arranged according to the most recent date. When this folder is created, records are removed from the general folder and placed in the individual folder. These folders are placed in alphabetical order between the applicable primary guide and general folder for that section.Special folders fall behind a special guide. In referring to Figure 6.2 on p. 166 in your text; you see two files behind APPLICATIONS and one behind BENNETT. In the applications section you see folders with the position names arranged in alphabetical order with the applicants for each position placed in applicable position folder and each filed by last name first. Again applicants with more than one record in a folder are arranged by date.
- It is very important that all who work with records be conscious about file care. Here are a few things to keep in mind:Don’t overcrowd folders. Folder are difficult to maneuver if they are stuffed to the max. If the folder is overcrowded use the score marks at the bottom of the folder to flatten out the base to accommodate more files.Position the tops of the records to the left and hold records up by utilizing the follower block or compressor in the file drawer.
- We are discussing three types of folders on this slide:Suspension folderBellows folderAnd Pocket folderSuspension folders are also know as hanging folders. They have hooks on each side that hang from parallel methal rails on each side of a file drawer or storage equipment. If your drawer doesn’t come prepared to house these folder you may purchase the rails which sit in the drawer and you may place the file folders inside. Hanging folder should not be removed from the drawer.Bellows folder is better know as an expansion folder. This folder has a top flap and side to securely enclose records with an accordion design side and base to expand as more records are added. It may also have dividers inside with tabs for a small number of files.Pocket folders are used for transporting and storing records such as bond reports or records media which may be to thick to place in a regular folder. These folders are usually skippier than the bellows folder in that the sides or records are partially enclosed
- As you can see there is a lot of thought which has to be put into setting up an alphabetical filing system from the selection of equipment to the selection of supplies. Attention must also be given to file care.