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RECORDS RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram

- - - - A detailed listing of an organization’s
        records that includes: :recycle:
        
        Types of records
        
        Volume of filed records
        
        Location of record
        
        Frequency of use
        
        Classification systems
      - Collected information include followings: :!:
        
        Names & dates of records series
        
        Records locations
        
        Storage equipment
        
        Number of storage containers
        
        Records reference rate
        
        Records size—letter, legal, tab/checks,
        other
        
        Retention requirements
    - - :star: a group of related
        records that normally are used and filed
        as a unit to determine the record retention period.
    - - :red_flag: Useful Records - Short-term storage, up to 3 years
      - :red_flag: Important Records - Long term storage, 7- 10 years
      - :red_flag: Nonessential Records - Not worth keeping
      - :red_flag: Vital Records - Permanent storage
    - - Inactive records - accessed less than
        fifteen times a year that stored in less
        expensive area
      - Archive records - kept for their
        continuing or historical value stored in
        less expensive area, often off-sit
      - Active records - accessed three or
        more times a month that located near user
    - - A comprehensive list of records, indicating the length of time records are to be maintained, transferring inactive record to storage, and destroying records with short-term value
        
        Reduces storage costs and increases retrieval efficiency
        
        Transferring and destroying record at regularly scheduled interval eliminate clutter and shortens retrieval time
- - - - :<3: Transfer to the records center after being kept for a period
        of time in the department
      - :<3: Transfer to the archival unit or archival institution
      - :<3: Storage in the department records room for a period of time and later destroyed when the retention period had expired
- - - - Happen when papers are returned to the files.
      - The method used:
        
        OUT Guide and OUT Folder with Printed Lines
        
        Requisition Sheets
        
        OUT Guides and Folder with Pocket
    - - Manual Follow-Up Methods - to check for overdue records, use one
        of three basic methods:
        
        Maintaining a charge-out log
        
        Using a follow-up file
        
        Scanning the files
      - Scanning the Files
        :check: Scan the file for OUT guides and folders and check the due dates
        :check: Works for relatively small and inactive
        filing system
      - Time Limits for Borrowed Records
        
        Valuable record- may not be borrowed more than one day
        
        Less valuable record- may be borrowed for period of week
        
        The shorter time permitted, the better chance of a
        timely return of borrowed records
      - Follow up is a check on the return of
        borrowed records within a reasonable
        or specified time
      - Using a Follow-Up Files
        
        :warning: checking on borrowed records to
        ensure that they returned by a specific time
        
        Requisition forms and OUT slips are prepared in duplicate ; - One copy goes into the main file
        
        One goes into a follow-up file behind the due date for the
        record
        
        Also sometimes called a tickler file
      - Maintaining a Charge-Out Log
        
        Keeps a running record of borrowed file materials and requires information such as;
        
        ( Record description, Borrower’s name, New extended date )
    - - Charge-out is recorded info. that
        accounts for record that are removed
        from the files
      - Method commonly used to show:
        
        ◼ The OUT guide
        
        Two main style of OUT guides are OUT guide with a pocket and OUT guide with printed lines
        
        OUT Guide with Pocket made by vinyl for durability and reuse, with a pocket in the upper right corner to hold requisition form
        
        OUT Guide with Printed Lines
        
        AKA OUT card is a manila guide with an OUT tab
        
        Information filled in on preprinted lines on the guide includes ( he name of the borrower, A reference to the borrower material and The charge-out date for the record )
        
        :unlock: An OUT guide is a marker 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 charged-out papers
        
        Procedures :silhouette: ;
        
        Prepare 2 copies of the requisition sheet
        
        Place 1 copy in the file folder from which you
        have removed paper, this is as OUT indicator
        
        File the second copy in the department follow-up
        file
        
        ◼ The OUT folder
        
        OUT Folder with Pocket
        
        Place one copy in pocket and substitute
        for the original folder
        
        Place the second copy in the follow-up file
        
        Prepare the requisition form in duplicate
        
        OUT Folder with Printed Lines
        
        Place the OUT folder in the original
        folder’s location in the file
        
        Place the requisition form in a follow-up file
        
        Copy the info from the requisition form to
        the printed ruled f form on the outer face of
        the OUT folder
        
        may be used to substitute for a folder folder that has been removed from the records area
        
        ◼ The carrier folder
        
        ADVANTAGES ;
        
        More durable and can withstand extra handling
        
        Help remind borrower to return the folder to the
        record department
        
        Original folder remain in place to accept incoming
        paper. Filing goes on as usual
        
        :tada: made of heavy manila stock
        and distinctive color, carries folder content to
        the borrower
    - - Placing an OUT guide or requisition sheet in the main file showing the date the records are needed
      - Use similar procedures for request already checked out
      - The record dept. may receive advance request for record needed at a future date
    - - A requisition form is a written request for a record or information from a record.
        
        ( example; made over telephone, in person or in writing )
  - - - These computer programs will track
        unlimited numbers of records such as ; :lock:
        
        File activity
        
        Records retention periods
        
        File inventories
        
        Record destruction dates
    - - 4 components of barcode:
        
        Barcode scanners
        
        Or readers, are the barcode data collection
        devices (Example ; battery-powered)
        
        Recharger/downloader -Transfer the data from the portable, hand-held scanner to the compute
        
        Barcodes - Each barcode is unique but not contain specific document infromation
        
        Personal computer and software - Convert the scanned data into useful information
        
        Also provide other information :
        
        How often a file is used
        
        When a file was last used
        
        When a file should be destroyed
- - - - Plastic folder stay in the active files, and
        more expensive than manila folders :pencil2:
      - Guides used in active files are not
        transferred to inactive storage with the
        transferred records :pencil2:
      - Organization that transfer large volumes of record often transfer hanging folders along the records :pencil2:
    - - :confetti_ball: The shelving may reach to the ceiling, as in a warehouse.
      - :confetti_ball: Rolling ladders or motorized lift may be
        used to raise records to store and retrieve boxes
      - :confetti_ball: Inactive storage centers use less
        expensive storage equipment, usually
        steel shelving
    - - :black_flag: Removable tops allow quick access for filing and retrieval records
      - :black_flag: Usually have lift-off or lift-up tops
      - :black_flag: The boxes are provided with the labels on one end
      - :black_flag: Contents and location info are marked directly on the box