1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 7
Storing, Retrieving, and
Transferring Files
Copyright 2011 South-Western, Cengage Learning

2. Records Storage
• Records retention 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
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3. Value of Records
• Nonessential
• Useful
• Important
• Vital
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4. Records Inventory
• Records inventory 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
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© parfta, 2009 Used under license from Shutterstock.com
Bar codes are used in automated
records storage systems.

5. Records Retrieval
• Three types 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
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6. Requisition Procedures
• Requisition form
• Pick list
• On call form
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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
• Manual procedures
– OUT indicators
– OUT indicator disposal
• Automated procedures
– Bar codes
– RFID tags
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3M™ Handheld reader, Courtesy of 3M
RFID tags identify documents
or folders.

8. Follow-Up Procedures
• Factors affecting 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
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9. Charge-Out Log
• Shows information 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
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10. Records Transfer
• Perpetual transfer 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
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11. Transfer Procedures
• Equipment and supplies
• Inactive or archive storage
• Records transmittal form
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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
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13. Charge-Out and Follow-Up File
• Requisition form
• OUT indicator
• Tickler file to track dates
• Reminders of overdue files
• Electronic follow-up files
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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
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15. Destruction File
• Documents the destruction of records
• Records destruction methods
– Incinerating
– Macerating
– Pulping
– Shredding
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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
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