the office procedures and technology chapter 9 records management systems copyright© 2007...
TRANSCRIPT
The OfficeProcedures and Technology
Chapter 9
Records Management Systems
Copyright© 2007 Thomson/South-Western
Slide 2
Records Management System
Used to organize, store, retrieve, and dispose of records
Consists of Procedures Storage media Equipment and supplies
Topic 9-1 Maintaining Office Records
Slide 3
Storage Media for Records
Paper Minimizing paper records Accessibility is key
Magnetic media Hard disks Floppy disks Magnetic tape Flash drives
Topic 9-1 Maintaining Office Records
Slide 4
Storage Media for Records
Topic 9-1 Maintaining Office Records
Compact disk Optical media form Holds more information
than a floppy disk Micrographics
Photographically reduced documents stored on film
Microfilm and microfiche are common forms
Slide 5
Imaging Systems
Topic 9-1 Maintaining Office Records
Convert all types of documents to digitized electronic data
Store documents on CD-ROM Allow quick retrieval of documents
Slide 6
Cost Factors
Records management involves several cost factors Equipment, supplies,
and storage Human resources Destruction costs
Topic 9-1 Maintaining Office Records
Slide 7
Record Categories
Vital records Essential to the company Often not replaceable
Important records Needed for smooth business operations Expensive to replace
Useful records Convenient to have, but are replaceable
Nonessential records
Topic 9-1 Maintaining Office Records
Slide 8
Record Life Cycle
A record may be filed and retrieved many times during its life cycle
A record may be filed and retrieved many times during its life cycle
Topic 9-1 Maintaining Office Records
Slide 9
Removing Records
Retention schedule Identifies how long particular types of records
should be kept Active storage Inactive storage
Topic 9-1 Maintaining Office Records
Commercial records centers
Slide 10Topic 9-1 Maintaining Office Records
Focus On …
Disaster Recovery Plans Provide procedures to be followed after
an event that results in loss of records Fire Flood Earthquake Power outages Sabotage
Include several phases Prevention Readiness Reaction Recovery
Slide 11
Components of a Paper System
Procedures Storage media Equipment and supplies
Topic 9-2 Paper Records Systems
Indexing: deciding how to identify each record to be filed
Coding: marking a record to indicate how it was indexed
Key Terms
Slide 12
Supplies for a Paper System
Topic 9-2 Paper Records Systems
Guides are heavy cardboard sheets that create divisions in a file
Labels are strips of paper that contain captions identifying files
Folders are containers used to hold papers in a file
Slide 13
Filing by Name
Records are indexed according to the name of an individual or organization
General, special, and individual folders are used
Topic 9-2 Paper Records Systems
Slide 14
Name File
Topic 9-2 Paper Records Systems
Note the position of guides and folders in this name file
Note the position of guides and folders in this name file
Slide 15
Filing by Subject
Records are indexed according to topics Special guides identify divisions of main
subjects
Topic 9-2 Paper Records Systems
Slide 16
Filing by Geographic Location
Topic 9-2 Paper Records Systems
Records are indexed according to the location of an individual, organization, or item
Main geographic divisions are called key units
Slide 17
Geographic Filing System
Topic 9-2 Paper Records Systems
In a geographic file, the primary guides identify the largest geographic location within the key unit
In a geographic file, the primary guides identify the largest geographic location within the key unit
Slide 18
Numeric Filing Systems
Guides Captions on guides are numbers Special guides aid in retrieving records quickly
Individual folders Contain records related to one individual or
organization
Topic 9-2 Paper Records Systems
Slide 19
Numeric Filing System
Topic 9-2 Paper Records Systems
A numeric filing system helps keep records confidential because numbers, not names, are used as folder captions
A numeric filing system helps keep records confidential because numbers, not names, are used as folder captions
Slide 20
Lists the numbers already assigned in numeric order
Gives the name or subject to which each number is assigned
May be kept manually or by computer
Accession Log
Topic 9-2 Paper Records Systems
This database contains an accession log
This database contains an accession log
Slide 21
General Alphabetic File
Topic 9-2 Paper Records Systems
Contains records that do not have an individual numeric folder
When several records accumulate in the general file, a numeric folder is created
Slide 22
Alphabetic Index
Topic 9-2 Paper Records Systems
Contains an alphabetic list of names and subjects in a file
Gives the number assigned to each name or subject
A G indicates that a record is stored in the general alphabetic file
A G indicates that a record is stored in the general alphabetic file
Slide 23
Consecutive order Files are arranged in simple numeric order Often used for records that already have
numbers, such as invoices Terminal-digit order
The last two or three numbers serve as the primary filing unit
Groups of numbers are read from right to left
Numeric Filing Systems
Topic 9-2 Paper Records Systems
Slide 24
Numeric Filing Systems
Topic 9-2 Paper Records Systems
Middle-digit order The middle two or three numbers serve as the
primary filing unit Groups of numbers are read from middle to left
to right Chronologic order
Records are filed according to date May be used to arrange records in individual
folders in alphabetic name files