Download - Ch10 records management
![Page 1: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/1.jpg)
RECORDS MANAGEMENTJudith Read and Mary Lea Ginn
Chapter 10Geographic Records Management
Copyright 2011 South-Western, Cengage Learning
![Page 2: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/2.jpg)
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
2
![Page 3: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/3.jpg)
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
3
![Page 4: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/4.jpg)
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
4
![Page 5: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/5.jpg)
Compass Terms
• Compass points used as part of a company name or subject
5
![Page 6: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/6.jpg)
Compass Terms, Scientific Records
• Compass points are treated as adjectives and placed after the names
6
![Page 7: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/7.jpg)
Dictionary Arrangement
• Records are arranged in alphabetic order • All types of entries (names, subjects, and
titles) are interfiled• Lettered guide plan
7
![Page 8: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/8.jpg)
Dictionary Arrangement
• Records are arranged in alphabetic order • All types of entries (names, subjects, and
titles) are interfiled• Location name guide plan
8
![Page 9: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/9.jpg)
Encyclopedic Arrangement
• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Lettered guide plan
9
![Page 10: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/10.jpg)
Encyclopedic Arrangement
• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Location name guide plan
10
![Page 11: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/11.jpg)
Geographic Records Indexes
11
• Numeric file list• Alphabetic index• Master index
![Page 12: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/12.jpg)
Storage and Retrieval Procedures
• Inspecting• Indexing• Coding
12
![Page 13: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/13.jpg)
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
13
• SEE ALSO cross-reference
![Page 14: Ch10 records management](https://reader033.vdocuments.us/reader033/viewer/2022061116/546649baaf795992368b511c/html5/thumbnails/14.jpg)
Storage and Retrieval Procedures
• Sorting• Storing– Lettered guide plan– Location name guide plan
• Retrieving– Requisition– Charge-out– Follow-up
14