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RECORDS, RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram

- - - - Names & dates of records series
      - Records locations
      - Storage equipment
      - Number of storage containers
      - Records reference rate
      - Records media
      - Records size
      - Records housing
      - Records value
      - Retention requirements
  - - - Not worth keeping
    - - Short-term storage-up to three years
    - - Long-term storage-seven to ten years
    - - Permanent storage
- - - - One-period - records are transferred at the end of one period of time (six months or a year)
  - - - Guides used in active files are not transferred to inactive storage with the transferred records
    - - Inactive storage centers use less expensive storage equipment, usually steel shelving
- - - - These computer programs will track unlimited numbers of records and produce a variety of useful reports as
        
        File inventories
        
        File activity
        
        Records rentention periods
        
        Record destruction dates
    - - File tracking is a method of knowing where charge-out records are when you need them
        
        Four components of barcode:
        -Barcodes
        -Barcode scanners
        -Recharger/downloader
        -Personal computer and software
        
        Barcodes
        
        Each barcode is unique but does not contain any specific document information
        
        Can be prepared by computer using an available barcode labeler program, stand-alone, or portable barcode label printer
        
        Barcode Scanners
        
        Or readers, are the barcode data collection devices
        
        Recharger/Downloader
        
        Transfer the data from the portable, hand-held scanner to the computer
        
        Personal Computer and Software
        
        Convert the scanned data into useful info
        
        Also provide other info such as:
        -How often a file is used
        -When a file was last used
        -When a file should be destroyed
        -How many file exist for a particular person or company
- - - - Inactive records index
      - Charge-out and follow-up file
      - Destruction date file
      - Destruction file