Please enable JavaScript.

Coggle requires JavaScript to display documents.

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

- - - - form a departmental committee of appraisal (inventory & retention schedule)
      - collect data and information about the record (questionnaires, interviews)
      - appraisal of records based on appraisal criteria:
        
        primary value (administrative, fiscal, legal value)
        
        secondary value (research, information, evidential and historical value)
    - - records classification
        
        vital (payroll records)
        
        important (inventory list)
        
        useful
        
        nonessential (memo)
      - records criteria
        
        primary value (administrative, fiscal and legal value)
        
        secondary value (research, information, evidential and historical value
      - Records survey; committee can:
        
        understand the function of agencies
        
        identify types of record created and used
        
        identify volume of records
        
        identify frequency of used
        
        identify current, semi current, and non-current record
        
        identify values of records
        
        prepare record inventory
  - - - records retention period has expired
      - transfer to the records center
      - transfer to archival unit
      - transform into microfilm
      - no further value for the organization
- - - - step to develop a complete system for controlling borrowing files:
        
        reserving records
        
        following up borrowed records
        
        cancelling charge-out for returned records
        
        charging out cards and folders
        
        request record and folder
        
        requested form included:
        
        name or code of record
        
        date
        
        name of borrower and department
        
        check out date
        
        due date for returning the records
      - charge out records and folders
        
        charge out; recorded information that are removed from the files
        
        methods used:
        
        OUT guide
        
        marker placed in the file to show that a folder or records have been borrowed
        
        2 main styles:
        
        a.1 with pocket
        
        2 more items...
        
        a.2 with printed lines
        
        3 more items...
        
        b. Requisition sheet
        
        a request for records also serves as a marker placed in a folder for charged out papers
        
        procedures:
        
        prepare 2 copies of requisition sheet
        
        place 1 copy in the folder as OUT indicator
        
        file the 2nd copy in the department follow up file
        
        c. OUT folder method
        
        used as substitute for a folder that has been removed
        
        2 types of distinctive colour for quick identification:
        
        with pocket
        
        3 more items...
        
        printed lines
        
        1 more item...
        
        the requisition sheet
        
        OUT folder
        
        carrier folder
        
        made a heavy manila card and distinctive colour content content to the content to the borrower
        
        advantages:
        
        more durable than standard file folders
        
        available in distinctive colour
        
        original remain in place to accept incoming papers
      - Cancelling charge-out for Returned Records
        
        happen when papers are returned to the files
        
        method use in charge-out system come in 3 ways:
        
        OUT guides and folder with pocket (remove the OUT guide)
        
        OUT guides and folder with printed lines (write the date returned)
        
        requisition sheets (remove the sheets)
      - Following up on borrowed records
        
        a check on the return of borrowed records within a reasonable or specific time
        
        helps to ensure the return records of borrowed records
        
        a. time limits for borrowed records
        
        the length of time may remain out of the files area varies with the user's need and company policy
        
        vary depends on the value or the demand of the records from other borrowers
        
        valuable records may not be borrowed more than one day
        
        less valuable record may be borrowed for period of week
        
        better to limit the period of the time for the return of record
        
        the shorter time, the better chance of a timely return of borrowed records
        
        b. Manual Follow-up Methods
        
        use telephone calls or written reminders to request the return of overdue records
        
        3 methods to check overdue records:
        
        scanning the files
        
        scan file for OUT guide and folders an check the due dates
        
        works for relatively small and inactive filling system
        
        maintaining the files
        
        keeps a running records of borrowed file materials
        
        charge-out log requires:
        
        record description
        
        borrower's name
        
        due date for return
        
        date actually returned
        
        date for sending overdue notice
        
        new extended date
        
        using a follow-up file
        
        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 called a tickler file
      - Reserving Records
        
        record department may receive advance request for the record needed at a future date
        
        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
  - - - easily to identify and track any records
      - easily to track unlimited numbers
      - generates notice for overdue
    - - created through the information technology devices
      - example of electronic record created suing software:
        
        word processing - agreement, minutes of meeting, memos
        
        excel - invoice
        
        access - user database, client database
    - - fast and accurate systems that gather and transmit data into computer
      - four components:
        
        barcodes
        
        the record assigned to pre-printed barcode barcode label to be affixed to the record
        
        barcodes reader
        
        barcode data collector device
        
        recharger or downloader
        
        transfer data from portable barcode scanner into the computer
        
        personal computer and software
        
        convert data into information
    - - provide information such as:
        
        numbers usage of a file
        
        when the current usage
        
        date to be destroyed
        
        number of file exist
- - - - use for inactive storage with lift up lids
      - removable tops allows quick access
      - legal records are stored in boxes with fold-down tops (dust protection)
      - design with labels in indicate the content
    - - used in active files are not transferred to inactive storage with the transferred records
      - plastic folder stay in the active files, and more expensive than manila folders
      - organization that transfer large volumes of record often transfer hanging folders along the records
    - - inactive storage centre uses less expensive storage equipment
      - steel shelving up to the ceiling
      - air space is cheaper that floor space
- - - - in active records control files - an index of all record in the inactive storage centre
      - charge-out and follow-up file - a tickler file contain from filed by dates records are due back in the inactive records centre
      - destruction date file - tickler file containing copies of transmittal forms completed when records are received in a records centre
      - charge-out and follow-up file
        
        file contain copies of transmittal forms removed from the destruction date file after records are destroyed. Form filled by department names and destruction.
    - - provide efficient retrieval service
      - facilitate authorised and timely destruction of records that lack archival value (after committee approval)
      - ensuring records with archival value transfer to the archival centre
      - provide records centre users with advice and help on the use of the facilities
      - only authorised personnel are allowed to enter the centre