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RECORDS MANAGEMENT - Coggle Diagram
RECORDS MANAGEMENT
Geographic
Geographic filing
Method of storing and retrieving records in alphabetical order by location of an individual, an organization, or a project
For example political groups, social clubs, and regional members.
Consider the filing units in this order: country name, state name, city name and correspondents name
Storage Arrangements:
- Dictionary storage arrangements:
a lettered guide plan and location name guide plan
- Encyclopedic storage arrangements:
lettered guide plan and location name guide plan.
Guide plans:
- Lettered guide plan: guides labeled with alphabetic letters
- Location name guide plan: guides labeled with location names
Geographic File Index
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Alphabetic Index: may be in form of a type list, card file, or computer-generated list. Information in the index must include the correspondents name, state name, and city name
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Geographic filing procedures: Inspecting, coding, preparing cross-reference, sorting and filing
Expansion of the Geographic File: Readily adaptable and can be reduced and expanded with relative case
Advantages
- Ability to group business.
- Operations relating to a specific location are filed together
Disadvantages
- need time to prepare and maintain it
- know the geographic location or an index must be created
Subject
a method of classifying, coding, and filing records by subject
Need: an alphabetic system of storing and retrieving records. Appropriate for catalogs, clippings, and correspondence.
For example, expenses report manufacturing
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Filing
- Advantages: easier to remember than names, easy to find, and not scattered throughout the files
- Disadvantages: concise, clearly defined, and uniformly stated subject titles may be difficult to select
Numeric
Need for Numeric Filing
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Eg:telephone number, student ID, my card, employee ID or etc
When to Use:
Have a unique number.
(E.g.: preprinted on checks, purchase orders, or invoices)
Assigned a number that has some meaning or importance.
(E.g.: first three digits on credit card
Confidential and unauthorized access.
(E.g.: banking account balances and payroll info)
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Terminal digit-storage
Numeric storage method in which the last two or three digits are used as the primary division under which a record is filed
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Chronologic storage
Records filed in date sequence most
recent on top, or oldest on top.
Consecutive Numbering supplies:
-Numbers guide and folders for the numeric file
-Alphabetic guides and folders for the general alphabetic file
-Database software for an accession log
-Database or word processing software for an alphabetic index