the office, 6e€¦ · chapter 11 alphabetic name file •filing procedures –locate the proper...
TRANSCRIPT
Chapter 11
The Office
Chapter 11
Records Management
1 © 2013 Cengage Learning. All rights reserved.
Procedures and Technology
Chapter 11
Value of Records
• Vital records
• Important records
• Useful records
• Nonessential records
© 2013 Cengage Learning. All rights reserved. 2
Chapter 11
Record Life Cycle
1. Creation or collection
2. Distribution
3. Use
4. Maintenance
5. Disposition
© 2013 Cengage Learning. All rights reserved. 3
Chapter 11
Records Management System
• Allows office workers to store and retrieve records quickly and easily
• Includes procedures for
– Selecting storage media and equipment
– Filing and retrieving records
– Retaining and disposing of records
© 2013 Cengage Learning. All rights reserved. 4
Chapter 11
Filing Systems
• Alphabetic filing systems
– Records are arranged according to the letters of the alphabet
– Records are filed by names, subjects, or geographic locations
• Numeric filing systems
– Records are arranged according to numbers
– Types include consecutive, terminal-digit, and chronologic
© 2013 Cengage Learning. All rights reserved. 5
Chapter 11
Records Retention
• Records transfer
– Active storage
– Inactive storage
– Archives
• Retention schedule
© 2013 Cengage Learning. All rights reserved. 6
Chapter 11
Focus on Business
• Every business needs a disaster recovery plan
• Disaster recovery plans include several phases
– Prevention
– Readiness
– Reaction
– Recovery
© 2013 Cengage Learning. All rights reserved. 7
Chapter 11
Physical Records
• Paper
– Most commonly used media for physical records
– Used for short-term and long-term storage
• Microfilm
– Roll microfilm and microfiche sheets
– Used for long-term records storage
© 2013 Cengage Learning. All rights reserved. 8
Chapter 11
Preparing Records for Storage
• Collect
• Inspect
• Index and code
• Cross-reference (if needed)
• Sort
© 2013 Cengage Learning. All rights reserved. 9
Chapter 11
Technology Connection
• Bar code
– A pattern of vertical lines of varying widths
– Contains coded data that can be read by a scanner
• Bar codes can be used to code records
© 2013 Cengage Learning. All rights reserved. 10
Chapter 11
Alphabetic Name File
• Filing procedures
– Locate the proper file drawer
– Use the guides to fine the proper section
– Look for an individual folder for that name
– If there is no individual folder, file the record in the general folder
– Arrange records alphabetically, then by date
© 2013 Cengage Learning. All rights reserved. 11
Chapter 11 © 2013 Cengage Learning. All rights reserved. 12
Primary Guide
Special Guide
General Folder
Individual Folder
Out Folder
Special Folder
Alphabetic Name File
Chapter 11
Alphabetic Indexing Rules
• Rule 1: Personal names • Rule 2: Minor words and symbols • Rule 3: Punctuation • Rule 4: Single letters and abbreviations • Rule 5: Titles and suffixes • Rule 6: Prefixes, articles, and particles • Rule 7: Numbers in business names • Rule 8: Identical names • Rule 9: Government names
© 2013 Cengage Learning. All rights reserved. 13
Chapter 11
Numeric Filing Systems
• Filing procedures
– Alphabetic index and accession log
– Numeric file
– Alphabetic file
• Consecutive numeric files
• Terminal-digit numeric files
• Chronologic numeric files
© 2013 Cengage Learning. All rights reserved. 14
Chapter 11
Electronic Records
• Individual records
• Database records
• Storage media
– Magnetic media
– Flash drives and memory cards
– Optical disks
© 2013 Cengage Learning. All rights reserved. 15
Chapter 11
Procedures for Electronic Records
• Creation or receipt
– Filenames
– File paths
– Metadata
© 2013 Cengage Learning. All rights reserved. 16
Metadata are identifying details about a record.
• Distribution
• Use
Chapter 11
Procedures for Electronic Records
• Maintenance
– Accessing records
– Making backup copies
– Controlling file security
• Disposition
– Retention schedule
– Inactive storage
– Permanent storage or destruction
© 2013 Cengage Learning. All rights reserved. 17
Chapter 11
Using Database Records
• Database management systems
• Individual databases
– Creating a database
© 2013 Cengage Learning. All rights reserved. 18
When planning fields for a table, consider the smallest unit of information you might use.
– Indexes for physical records
• Alphabetic index
• Accession log