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Records Retention, Retrieval and Transfer, Records values, Following up on…

- - - - Types of records
      - Volume of filed records
      - Location of record
      - Frequency of use
      - Classification systems
    - - Names and dates records series
      - Records locations
      - Storage equipment
      - Number of storage containers
      - Records reference rate
      - Records media: paper and electronic
- - - - A requisition form
      - Made over the telephone, in person or in writing
      - Records requests: Name on record, data borrowed, requester name, department and more
    - - Charge-out: recorded information for records that are removed from files
      - the method: The out guide, the requisition sheet, the out folder, and the carrier folder.
      - 1) OUT-guide method: a marker placed in the file to show that a folder or records have been borrowed
      - 2) Requisition sheet method: a request that also served as a marker placed in a folder
      - 3) OUT folder method
        
        used to substitute that has been removed
        
        types of distinctive color for quick identification
        
        Pocket
        
        Printed lines
        
        Procedures when using a folder with a pocket:
        1) prepare the requisition form
        2) Place one copy in a pocket and substitute
        3) Place the second copy in the follow-up file
        
        Procedures when using out folder with printed lines:
        1) copy the information from the requisition form to the printed ruled form
        2) place the out folder in the folder's location
        3) place the requisition
      - Carrier folder method
        
        Made of heavy manila stock and distinctive color
        
        Advantages: more durable and can withstand extra handling
    - - Paper are returned
      - Ways of system determine who cancel charge-out:
        1) OUT guides and folder with pocket
        2) OUT guide and folder with printed lines
        3) Requisition sheets
- - - - Usually have lift-off or lift-up tops
      - Boxes are provided with the labels
      - Contents and location info are marked directly
    - - Used in active files are not transferred to inactive storage
      - Plastic folder stay in the active files
    - - The shelving may reach to the ceiling
      - Rolling ladders or motorized lifts may be used to raise records