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CHAPTER 6: RECORDS RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram

- - - - -Types of records.
      - -Volume of filed records.
      - -Location of record.
      - -Frequency of use.
      - -Classification systems.
    - - -Names & dates of records series.
      - -Records locations.
      - -Storage equipment.
      - -Number of storage containers.
      - -Records references rate.
      - -Records media-paper, micrographic, electronic, or optical.
  - - - -Not worth keeping
    - - -Short-term storage- up to three years.
    - - -Long-term storage-seven to ten years.
    - - -Permanent storage.
  - - - Inactive Records
        
        Archive Records
        
        -Kept for their continuing or historical value; stored in less expensive area, often off-site.
        
        -Accessed less than fifteen times a year; stored in less expensive area.
      - -Accessed three or more times a month; located near user.
- - - - -Removing a record from a storage container by hand.
    - - -Using a computer to see an electronic record on a screen, in a database, or in an e-mail message.
  - - - -A requisition form is a written request for a record or information from a record.
      - -May be made over the telephone, in person or in writing.
    - - -Charge-out is recorded information that accounts for record that are removed from the files.
      - -Method commonly used to show:
        
        -The OUT guide
        
        -A maker placed in the file to show that a folder or records have been borrowed.
        
        -The requisition sheet
        
        -A request for records that also serves as a marker placed in a folder for changed-out papers.
        
        -The OUT folder
        
        -May be used to substitute for a folder that has been removed from the records area.
        
        -The carrier folder
        
        -Made of heavy manila stock and distinctive color, carries folder content to the borrower.
    - - -Happen when papers are returned to the files.
      - -The method used in the charge-out system determine who cancel charge-out which is come either in three ways:
        
        -OUT Guides and Folder with Pocket.
        
        -OUT Guide and OUT Folder with Printed Lines.
        
        -Requisition Sheets.
    - - -Follow up is a check on the return of borrowed records within a reasonable or specified time.
      - -Helps to ensure the return of borrowed records.
    - - -The record dept. may receive advance request for record needed at a future date.
      - -So place a requisition form behind the appropriate date in the follow-up file.
      - -Placing an OUT guide or requisition sheet in the main file showing the date the records are needed.
  - - - Using the Computer for Charged-Out and Follow-up Systems
        
        -can identify and track any record from creation or receipt to transfer to inactive storage or destruction.
        
        -these computer programs will track unlimited numbers of records and produce a variety of useful reports such as
        
        -File inventories
        
        -File activity
        
        -Records retention periods
        
        -Record destruction dates
      - Using Barcode Charge-Out and Follow-Up Systems
        
        -fast and accurate means of gathering and transmitting data to a computer.
        
        -File tracking is a method of knowing where charged-out records are when you need them.
        
        -Four components of barcode:
        
        -Barcodes
        
        -each barcode is unique but does not contain any specific document information
        
        -identifying into unique to each record must be entered into the computer.
        
        -then the record is assigned to a particular preprinted barcode label to be affixes to the record
        
        -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.
        
        -portable, hand-held, or battery-powered, the barcode scanner passes over the barcodes
        
        -storing up to 3000 scans before downloading into the computer and recharging if necessary.
        
        -Recharger/ downloader
        
        -transfer the data from the portable, hand-held scanner to the computer.
        
        -when the scanner is connected, the data stored in the scanner is downloaded (transmitted) to the computer.
        
        -Personal computer and software
        
        -convert the scanned data into useful info
        
        -File tracker displays who has the record, how long the record has been charged out and when the records due back
        
        -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 exits for a particular person or company.
- - - - -Department Record Center
        
        -Commercial Records Center-Profit private company
  - - - -Inactive records index
        
        -An index of all record in the inactive storage center.
        
        -Charge-out and follow-up file
        
        -Is a tickler file that contain form filed by dates that records are due back in the inactive records center.
        
        -Destruction data file
        
        -A ticker file containing copies of transmittal forms completed when records are received in a records center.
        
        -Destruction file
        
        -A file containing copies of transmittal forms removed from the destruction data filed after records are destroyed. Forms are filed by department names and destruction dates.
- - - - -Records are continually transferred from active to inactive storage areas.
    - - -Active records are transferred at the end of a stated period of time to inactive storage at the end of their fiscal year.
    - - -Records are transferred at the end of one period of time (six months or a year).