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CHAPTER 6 : RECORDS RETENTION, RETRIEVAL AND TRANSFER - Coggle Diagram
CHAPTER 6 : RECORDS RETENTION, RETRIEVAL AND TRANSFER
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:pushpin: Records Transfer
- Records are moved from one storage area to another
:card_file_box: Transfer Methods
- Perpetual (Transferred from active to inactive storage areas)
- Periodic (Acitve records transferred at the end of a stated period of time to inactive storage)
- One period (Transferred at the end of period of time - 6 months or a year)
:card_file_box: Transfer Procedures
- Determining records to be transferred
- Preparing records to transfer
- Arranging the transfer
- Receiving records in the storage area
:card_file_box: Transfer Supplies and Equipment
- Transfer Boxes and Labels
- Guides and Folders
- Equipment
:newspaper: Records Retention
- Procedures for determining what documents to keep
- Record Inventory & Analysis (Conducted to obtain information needed)
:newspaper: Record Series
- A group of records that filed as a unit to determine the retention record period
:pen: Record Inventory
:fountain_pen: Collected Information
- Names & dates of records
- Records locations
- Storage equipment
- Number of storage containers
- Records reference rate
- Record media
- Records size - letter, legal
- Records housing - folders, binders
- Records value - vital, important
- Retention requirement
:fountain_pen: Detailed Listing
- Types of record
- Volume of filed records
- Location of record
- Frequency of use
- Classification systems
:newspaper: Records Value
- Nonessential Records - Not worth keeping
- Useful Record - Short-term storage-up to 3 years
- Important Records - Long-term storage- 7 to 10 years
- Vital Records - Permanent Storage
:newspaper: Phases of Records Activity
- Active Records - Accessed 3 or more times in a month
- Inactive Records - Accessed less than 15 times a year
- Archive Records - Continuing or Historical Value
:round_pushpin: Records Retrieval
- Process of locating and removing a record or file from storage
- 2 way retrieve records
(1) Manual retrieval (2) Electronic retrieval)
:round_pushpin: Manual Charge-Out and Follow Up of Record
- Procedures for borrowing paper
1) Request record and folder
2) Charging out cards and folders
3) Cancelling charge-out for returned records
4) Following up on borrowed records
5) Reserving records
:four: Following Up on Borrowed Records
- Helps to ensure the return of borrowed records
- Time limits for borrowed record
- Manual follow-up methods (Scanning the files, maintaining a charge-out log, using a follow-up files)
:three: Canceling Charge-Out for Returned Records
- Happen when papers are returned to the files
- (1) OUT guides & Folder with pocket
- (2) OUT guide & OUT folder with printed lines
- (3) Requisition sheets
:two: Charging Out Records And Folders
- Charge-out (Recorded information that accounts for record that are removed from the files)
- Method commonly used
The OUT guide
The requisition sheet
The OUT folder
The carrier folder
:file_folder: Requistion Sheet Method
- A request for records that serves as a marker place for changed-out papers
Procedures
- (1) Prepare 2 copies of requisition sheet
- (2) Place 1 copy in folder (OUT indicator)
- (3) 2nd copy in department (follow up-file)
:file_folder: Out Folder Method
- May be used to substitude for a folder
- (1) OUT folder with pockets
- (2) OUT folder with printed lines
:file_folder: Out-Guide Method
- A marker placed in the file (show that the record or folder have been borrowed)
- (1) OUT Guide with Pocket
- (2) OUT Guide Printed Lines
:file_folder: Carrier Folder Method
- Made of heavy manila stock and distinctive color, carries folder content to the borrower
Advantages
- More durable
- Help remind borrower to return the folder
- Original folder remain in place
:one: Requesting Records and Folders
- Requisition form (written request for a record or information from a record)
- May be made over the telephone, in person or in writing
:five: Reserving Records
- Electronic Charge and Follow-up of Records
- Using the Computer for Charge-Out and Follow-up System (File inventories, File activity, Records retention periods, record destruction dates)
- Using Barcode Charge-Out and Follow-up Systems (Barcodes, Barcodes Scanners, Recharge/downloader, Personal computer and software)
:pushpin: Records Center
- A building designed or adapted for the low-cost storage
- Maintenance & communication semi-current records
:card_index: Types of Records Center
- National Records Center
- Departmental Records Center
- Commercial Records Center
:card_index: Records Center Control Procedures
- Inactive record index
- Charge-out and follow-up file
- Destruction date file
- Destruction file