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CHAPTER 6: RECORDS RETENTION, RETRIEVAL & TRANSFER - Coggle Diagram

- - - - Requesting Records and Folders
        
        A requisition form is written request for a record/ information from a record.
        
        Over the telephone, in person or writing
      - Charging Out Records and Folders
        
        Recorded info that accounts for record that removed from files.
        
        Method commonly used to show: The OUT guide, The requisition sheet, The OUT folder, The carrier folder
        
        (4) Carrier Folder Method
        
        Made of heavy manila stock & distinctive color, carries folder content to the borrower
        
        Advantages:
        -More durable can withstand extra handling
        -Help remind borrower to return the folder to the record dept
        
        (1) OUT-Guide Method
        -To show that a folder/ records borrowed
        
        OUT Guide with Pocket -Made by vinyl for durability & reuse, with pocket in upper right corner hold requisition form
        
        OUT Guide with Printed Lines
        -AKA OUT card is a manila guide with an OUT tab
        -Information filled in on preprinted lines on the guide includes
        -The name of the borrower
        -A reference to the borrower material
        -The charge-out date for the record
        
        (2) Requisition Sheet Method
        
        Request for records that serves as marker placed in folder for charged-out papers
        
        Procedures: Prepare 2 copies of requisition sheet, Place 1 copy in file from which have removed paper, File the second copy in the department follow-up file
        
        (3) OUT Folder Method
        
        Maybe used to substitute for a folder that has removed from records area
        
        Often a distinctive color for quick identification, two type: OUT Folder with Pocket, OUT Folder with Printed Lines
      - Canceling Charge-Out for Returned Records
        
        Happen when papers are returned to files.
        
        The method used in charge-out system determine who cancel charge-out (3ways):
        -OUT Guides and Folder with Pocket
        -OUT Guide and OUT Folder with Printed Lines
        -Requisition Sheets
      - Following Up on Borrowed Records
        
        Follow up is a check on return of borrowed records within specified time
        
        Helps to ensure the return of borrowed records
        Time Limits for Borrowed Records
        
        Valuable record- may not more than 1day
        
        Less valuable record- for period of week
        
        Better to limit the period of time
        
        Extent time should given when record still needed by borrower & noted on original requisition & OUT forms
        
        Manual Follow-Up Methods
        
        Use telephone calls or written reminders to request return overdue records
        
        To check overdue records, use 1 of 3 methods:
        
        Scanning the Files- for OUT guides & folders & check the due dates
        
        Maintaining a Charge-Out Log
        
        Requires information such:
        -Record description
        -Borrower’s name
        -Charge-out date
        -Due date for return
        -Date actually returned
        -Date for sending overdue notice
        -New extended date
        
        Using a Follow-Up Files
        -Checking borrowed records ensure it returned by specific time
        -Requisition forms and OUT slips are prepared in duplicate:
        -One copy goes into main file
        -One goes into a follow-up file behind the due date for the record
        -Also called a tickler file
      - Reserving Records
        
        May receive advance request for record needed in future
        
        Placing an OUT guide or requisition sheet in main file showing the date records needed
  - - - Barcodes
        
        Each barcode unique but not contain specific document information
        
        Record must be entered into the computer then it assigned to particular preprinted barcode label to be affixed
      - Barcode Scanners
        
        Or readers, are the barcode data collection devices
        
        Portable, hand-held, or battery-powered, the barcode scanner passes over the barcodes
        
        Storing up to 3000 scans before downloading into the computer and recharging if necessary
      - Recharger/Downloader
        
        Transfer data from portable, hand-held scanner to computer
        
        When the scanner is connected to the recharger/downloader, data stored in scanner is downloaded (transmitted) to computer & power batteries in scanner recharged
      - Personal Computer and Software
        
        FILE TRACKER displays has record, how long has been charged out and when the due back
- - - - Guides and Folders
        
        Plastic folder stay in active files, & more expensive than manila folders
        
        Equipment
        
        Inactive storage centers use less expensive storage equipment, usually steel shelving