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RECORDS RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram

- - - - Out-Guide Method
      - Requisition Sheet Method
      - Out Folder Method
      - Carrier Folder Method
    - - The limits for Borrowed Records - The length of time that record may remain out of the files area varies with the user's need and company policy from few hours to several month
        
        To check for overdue records, use one of three basic methods:
        
        Scanning the files
        
        Maintaining a charge-out log
        
        Using a follow-up file
      - Manual Follow-Up Methods - Use telephone calls or written reminders to request the return of overdue records
  - - - Computer software can identify and track any record from creation or receipt to transfer to inactive storage or destruction
      - These computer programs will track unlimited numbers of records and produce a variety of useful reports such as
        
        File inventories
        
        File activity
        
        Records retention periods
        
        Record destruction dates
    - - Four components of barcode
        
        Barcodes - Each barcode is unique but does not contain any specific document information
        
        Barcode Scanners - The barcode data collection devices
        
        Recharger/Downloader - Transfer the data from the portable, handheld scanner to the computer
        
        Personal Computer and Software - Convert the scanned data into useful information
      - File Tracking - Method of knowing where charged-out records are when you need them
- - - - The boxes are provided with the labels on one end
    - - Guides used in active files are not transferred to inactive storage with the transferred
    - - Inactive equipment centers use less expensive storage equipment, usually steel shelving
- - - - An index of all record in the inactive storage center
    - - Is a tickler file that contain form files by dates that records are due back in the inactive records center
    - - A tickler file containing copies of transmittal forms completed when records are receives in a records center
    - - A file containing copies of transmittal forms removed from the destruction date file after records are destroyed.