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Ch10 records management
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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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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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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