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CHAPTER 5 : 5.2 GEOGRAPHIC RECORDS MANAGEMENT - Coggle Diagram
CHAPTER 5 :
5.2 GEOGRAPHIC RECORDS MANAGEMENT
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Need for Geographic Filing
Storing and retrieving records in alphabetical order
(Location of an individual, An organization or a project)
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Activities that require decisions based on location
:information_source: Real estate transactions
:information_source: Emergency response
:information_source: Facility management
:information_source: Utility and telecommunication services
:information_source: Oil and gas exploration
:information_source: Product distribution
:information_source: Scientific research
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Geographic Filing Method
(1) Geographic filing
(2) The correspondence name
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Filing unit's order
Country name
State name
(zone/territory/district)
City name
Correspondence's name
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Dictionary Arrangement
Alphabetic order
(A-Z)
Using 2 different guide plans
1) Lettered Guide Plan
2) Location Name Guide Plan
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Encyclopedic Arrangement
Alphabetic arrangement of major geographic division plus one or more geographic subdivision
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Storage Arragement
1) Dictionary Storage Arrangements
(Lettered guide plan, Location name guide plan)
2) Encyclopedia Storage Arragements
(Lettered guide plan, Location name guide plan)
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Guide plans
Lettered guide plan
(Primary guides labeled with alphabetic letters)
Location name guide plan
(Primary guides labeled with location names)
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Geographic File Index
Guides to access to specific items contained
within a larger body of information
The alphabetic index & the master index
(useful index when filing by location)
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Alphabetic Index
Type list, Card file or Computer-generated list
Corresponden's name, State name, City name
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Master Index
Complete listing of all filing segments
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Geographic Filing Procedures
Inspecting
Coding
Preparing cross-reference
Sorting
Filing
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Filing
Locate folder
(Use of labels and guides as follows)
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Sorting
Sort letters and other records by geographic units
1) States 2) Cities 3) Names of correspondence
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Preparing cross-reference
May require a cross-reference
(compound names or unsual names)
Code the original documents
(Cross-reference sheet, Photocopies, Cross-reference notation on guide or folder labels)
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Coding
Mark the locations clearly
Circle geographic units in the name & number
Index according to the alphabetic indexing rules
Use diagonal lines to separate the filing units & numbers
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Inspecting
Has been releaser for filing
Has been dated
If no date appears,
(write or stamp the current date)
:pushpin: Expansion of the Geographic File
:zap: When to expand
Changes occurs continuation of business transaction over the year
An increase in the volume of incoming and outgoing records processed for filing
An overcrowded folder
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How to expand
When general state folder overcrowded, add new general city folder to the system
Remove the blocks
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Advantages of Geographic Filing
Ability to group business activities by location
Easily accomplished by moving an entire group from one location to another
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Disadvantages
Need time to prepare and maintain it
User must know the geographic location
An index must be created