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CHAPTER 6: Records retention, retrieval & transfer - Coggle Diagram
CHAPTER 6: Records retention, retrieval & transfer
- Concept of appraisal & disposition
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Definition:
Established policies & procedure to determining what doc. to keep, where to keep & how long to keep.
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b) Record series: records that normally used & filed as unit to determine the records retention period.
c) Records values:
- Nonessential: Not worth to keep.
- Useful: Short-term storage up to 3 years.
- Important: Long-term storage- 7-10 years.
- Vital: Permanent storage.
d) Records accessibilities/activity:
- Active: 3/more times a month. Located near user.
- Inactive: less than 15 times a year. Stored in less expensive area.
- Archive: kept continuing/historical value. Stored in less expensive area, often off-site.
e) Records retention schedule:
- Comprehensive list.
- Reduces storage costs & increases retrieval.
- Transferring & destroying record regularly.
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a) Transfer Methods:
- Perpetual: From active to inactive storage.
- Periodic: active records to inactive storage at the end of fiscal year.
One-period: 6 months/a year.
b) 5 step transfer procedures:
- When records to be transferred.
- What records to be transferred.
- Preparing records for transfer.
- Arranging the transfer.
- Receiving records in storage area.
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a) Definition:
Building designed/adapted for low-cost storage, maintenance & communication of semi-current records.
b) Types:
- National.
- Departmental.
- Commercial- profit private company.
c) Control procedures
Records center control files:
- Inactive records index.
2.Charge-out & follow-up file- contain form filed by dates.
- Destruction date file- contain copies of transmittal forms completed.
- Destruction file- contain of transmittal forms removed.
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