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Ch07 records management
- 1. RECORDS MANAGEMENT Judith Readand Mary Lea Ginn Chapter 7 Storing, Retrieving, and Transferring Files Copyright 2011 South-Western, Cengage Learning
- 2. Records Storage • Recordsretention program • Documents to keep • Location and environment for storing documents • Length of time documents are to be kept • Records retention schedule (RRS) • A comprehensive list of records • The length of time records are to be maintained • When records are to be destroyed 2
- 3. Value of Records •Nonessential • Useful • Important • Vital 3
- 4. Records Inventory • Recordsinventory contents – Types, locations, dates, and volumes of records – Equipment – Classification systems – Usage data for records • Bar codes and RFID technology • E-mail and web records 4 © parfta, 2009 Used under license from Shutterstock.com Bar codes are used in automated records storage systems.
- 5. Records Retrieval • Threetypes of records retrieval – Manual retrieval – Mechanical retrieval – Electronic retrieval • Effective records control – What records are out of storage – Who took the records and when – How long the records will be out – Where the records will be refiled 5
- 6. Requisition Procedures • Requisitionform • Pick list • On call form 6 0N CALL Wanted By Records Wanted Delivered Date Name Date Description Date 9/27 Scott Luis 8/17 Frost Construction File 9/30 • Confidential records request
- 7. Charge-Out Procedures • Manualprocedures – OUT indicators – OUT indicator disposal • Automated procedures – Bar codes – RFID tags 7 3M™ Handheld reader, Courtesy of 3M RFID tags identify documents or folders.
- 8. Follow-Up Procedures • Factorsaffecting the time users may borrow records – Type of business – Number of requests received for the records – Use of a copying machine to make duplicate records – Value of the records • Procedures for confidential records 8
- 9. Charge-Out Log • Showsinformation for records removed from the files – The record that was taken – When the record was taken (date borrowed) – Who took the record (name and extension number) – Date due for returning the record – Date returned – Date overdue notice was sent – Extended date due 9
- 10. Records Transfer • Perpetualtransfer method – Records are continually transferred from active to inactive storage whenever they are no longer needed for reference – This method should be used for e-mail and other electronic records • Periodic transfer method – Records are transferred at the end of a stated period – One-period transfer method 10
- 11. Transfer Procedures • Equipmentand supplies • Inactive or archive storage • Records transmittal form 11 Courtesy of Fellowes, Inc. Records boxes hold approximately one cubic foot of records.
- 12. Inactive Records Index •Information for all records in the inactive records storage center – Dates the records were created – Descriptions of the records series – Departments that own the records – Authorizations for transfer to inactive storage – Locations in the records storage center – Retention periods – Disposition dates 12
- 13. Charge-Out and Follow-UpFile • Requisition form • OUT indicator • Tickler file to track dates • Reminders of overdue files • Electronic follow-up files 13
- 14. Destruction Date File •Shows planned destruction dates for records – A physical or electronic file – Dates from the records retention schedule • Destruction notice • Destruction suspension 14
- 15. Destruction File • Documentsthe destruction of records • Records destruction methods – Incinerating – Macerating – Pulping – Shredding 15
- 16. Records Center Software •Typical functions – Box and/or records inventories – Storage management – Records and information searches – Records retention schedule correlations – Destruction methodology correlations – Accounting – User tracking – Bar code and RFID tracking 16