Please enable JavaScript.
Coggle requires JavaScript to display documents.
RECORDS RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram
RECORDS RETENTION, RETRIEVAL AND TRANSFER
-
RECORDS RETENTION
- RECORD RETENTION : procedure for determining what documents to keep, where to keep and how long the documents are kept
- RECORD INVENTORY : conducted to obtain information needed to prepare record retention and destruction schedule
- RECORD SERIES : group of related records used and filed as a unit to determine record retention period
RECORD RETENTION SCHEDULE :
- indicating the length of time records are to be maintained, transferring inactive record to storage and destroying records with short-term value
RECORDS RETRIEVAL
- RETRIEVAL : process of locating and removing record or file from storage
Ways to retrieve records :
- Manual retrieval = remove record from storage by hand
- Electronic retrieval = use computer to see electronic record on a scree, in a database or e-mail message
-
-
RECORDS TRANSFER
- the act of changing the physical custody of records with or without change of legal title
- records are transferred when they are no longer used frequently
- older records become inactive when less frequently accessed
TRANSFER METHODS :
1) Perpetual = records transferred from active to inactive storage areas
2) Periodic = active records transferred at the end of stated period of time to inactive storage at the end of their fiscal year
3) One-period = records transferred at the end of one period of time (six month or year)
PROCEDURE :
1) determining when and what records to be transferred
2) preparing records
3) arranging the transfer
4) receiving records in storage area
RECORDS CENTER
- Building designed or adapted for low-cost storage, maintenance and communication of semi-current records
-