Please enable JavaScript.
Coggle requires JavaScript to display documents.
OBM247 (CHAPTER 6): RECORD RETENTION, RETRIEVAL AND TRASFER - Coggle…
OBM247 (CHAPTER 6): RECORD RETENTION, RETRIEVAL AND TRASFER
-
RECORDS RETENTION
- Record inventory (information include): Records reference rate/ Records locations/ Storage equipment.
- Record series: Is a group of related records that normally are used and filied as a unit to determine the record retention period.
- Record inventory (organization's records): Type of record/ Volume of filed record/ Frequency of use.
- Records value: Nonessential records (not worth keeping)/ Short-term storage (up to three years)/ Long-term storage (seven to ten years)/ Vital records (permanent storage)
- Recording inventory and analysis: Should be conducted to obtain information needed to prepare record retention and destruction schedule.
- Records activity: Active records (three or more times a month/ Inactive records (less than fifteen times a year)/ Archive records (kept for historical value)
- Records retention: Should be conducted to obtain information needed to prepare record retention and destruction schedeule.
- Records retention schedule: Reduce storage costs and increase retrieval efficient/ Transferring and interval eliminate clutter and shortens retrieval time.
RECORDS TRANSFER
- Type of transfer method: Perpetual (active to inactive)/ Periodic (active to inactive in a year or season).
- Transfer supplies and equipment: Transfer boxes and labels/ Guides and folder/ Equipment.
- Records are transferred when they are no longer used frequently.
- Transfer Procedurs: Determining when records are to be transferred/ Determining what records are to be transferred/ Preparing records for transfer/ Arranging the transfer/ Receiving records in the storage area.
- Records are moved from one storage area to another.
RECORDS RETRIEVAL
-
-
1) RECORD RETRIEVAL
- Type of record retrieval: Manual retrieval and Electronic retrieval .
- Retrieval is the process of locating and removing a record or file from storage.
RECORDS CENTER
- Type of records center: National records center/ Department records center/ Commercial records center/
- Records center control files: Inactive records index/ Charge-out and follow-up file/ Destruction date file/ Destruction file.
- Records center is a building designer for the low-cost storage and maintenance of semi-current records pending their ultimate disposal.