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Chapter 6: Records Retention, Retrieval & Transfer, Types of records
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Chapter 6: Records Retention, Retrieval & Transfer
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Records Retention
Record inventory and analysis : should be conducted to obtain information needed to prepare record retention and destruction schedule
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Record retention : the established policy and procedure for determining what documents, where to keep and how long these documents are to be kept
Record Series : a group of related records that normally are used and filed as a unit to determine the record retention period.
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Records Retrieval
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Electronic retrieval : using a computer to see an electronic record on a screen, in a database, or in an e-mail message
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Records Transfer
Transfer Methods
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Periodic : active records are transferred at the end of a stated period of time to inactive storage at the end of their fiscal year
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- Types of records
- Volume of filed records
- Location of record
- Frequency of use
- Classification systems
- Names & dates of records series
- Records locations
- Storage equipment
- Number of storage containers
- Records reference rate
- Records media—paper, micrographic, electronic, or optical
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- short-term storage - up to three years
- long-term storage seven to ten years
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- process of locating and removing a record or file from storage
- computer software can identify and track any record from creation or receipt to transfer to inactive storage or destruction
- file tracking is a method of knowing where charged-out records are when you need them
- the act of changing the physical custody of records with or without change of legal title.
- Determining when records are to be transferred
- Determining what records are to be transferred
- Preparing records for transfer
- Arranging the transfer
- Receiving records in the storage area
- Transfer Boxes and Labels
- Guides and Folders
- Equipment
- a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal
- National Records Center
- Departmental Records Center
- Commercial Records Center – Profit private company