This document discusses different methods for organizing records geographically. It describes geographic records storage as a system for storing and retrieving records based on location. There are advantages like related records being filed together, but disadvantages like needing to know the location to find records. Arrangements depend on factors like the business type and how locations are referenced. Major methods include dictionary, encyclopedic, and compass term arrangements, which organize records alphabetically with guides and indexes. Effective storage and retrieval requires procedures like inspecting, indexing, cross-referencing, sorting, and different guide plans.

1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 10
Geographic Records Management
Copyright 2011 South-Western, Cengage Learning

2. Geographic Records Storage
• A system for storing and retrieving records
by location
• Examples of use
• Organizations that operate in several locations
• Scientific studies or collections
• Property records
• Tracking construction or maintenance activities
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3. Geographic Records Storage
• Advantages
– Records for operations relating to a specific location are
filed together
– Groups of related records are easily moved
• Disadvantages
– The user must know the geographic location or consult
an index to find records
– Guide and folder arrangements can be complex
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4. Geographic Records Arrangements
• Arrangements depend on several factors
– The type of business
– The way reference is made to records (city, state)
– The geographic areas related to records
• Divisions move from major to minor units
– Country name
– State name
– City name
– Correspondent’s name
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5. Compass Terms
• Compass points used as part of a company
name or subject
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6. Compass Terms, Scientific Records
• Compass points are treated as adjectives
and placed after the names
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7. Dictionary Arrangement
• Records are arranged in alphabetic order
• All types of entries (names, subjects, and
titles) are interfiled
• Lettered guide plan
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8. Dictionary Arrangement
• Records are arranged in alphabetic order
• All types of entries (names, subjects, and
titles) are interfiled
• Location name guide plan
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9. Encyclopedic Arrangement
• Records are arranged in alphabetic order
• Contains major divisions and subdivisions
• Lettered guide plan
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10. Encyclopedic Arrangement
• Records are arranged in alphabetic order
• Contains major divisions and subdivisions
• Location name guide plan
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11. Geographic Records Indexes
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• Numeric file list
• Alphabetic index
• Master index

12. Storage and Retrieval Procedures
• Inspecting
• Indexing
• Coding
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13. Storage and Retrieval Procedures
• Cross-referencing
– Names of organizations having more than one address
– Organizations located at one address and doing
business under other names at other locations
– A foreign country name in the foreign language
• Cross-reference sheet
• Cross-reference guide
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• SEE ALSO cross-reference

14. Storage and Retrieval Procedures
• Sorting
• Storing
– Lettered guide plan
– Location name guide plan
• Retrieving
– Requisition
– Charge-out
– Follow-up
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