the office procedures and technology chapter 9 records management systems copyright© 2007...

The OfficeProcedures and Technology

Chapter 9

Records Management Systems

Copyright© 2007 Thomson/South-Western

Slide 2

Records Management System

Used to organize, store, retrieve, and dispose of records

Consists of Procedures Storage media Equipment and supplies

Topic 9-1 Maintaining Office Records

Slide 3

Storage Media for Records

Paper Minimizing paper records Accessibility is key

Magnetic media Hard disks Floppy disks Magnetic tape Flash drives

Topic 9-1 Maintaining Office Records

Slide 4

Storage Media for Records

Topic 9-1 Maintaining Office Records

Compact disk Optical media form Holds more information

than a floppy disk Micrographics

Photographically reduced documents stored on film

Microfilm and microfiche are common forms

Slide 5

Imaging Systems

Topic 9-1 Maintaining Office Records

Convert all types of documents to digitized electronic data

Store documents on CD-ROM Allow quick retrieval of documents

Slide 6

Cost Factors

Records management involves several cost factors Equipment, supplies,

and storage Human resources Destruction costs

Topic 9-1 Maintaining Office Records

Slide 7

Record Categories

Vital records Essential to the company Often not replaceable

Important records Needed for smooth business operations Expensive to replace

Useful records Convenient to have, but are replaceable

Nonessential records

Topic 9-1 Maintaining Office Records

Slide 8

Record Life Cycle

A record may be filed and retrieved many times during its life cycle

A record may be filed and retrieved many times during its life cycle

Topic 9-1 Maintaining Office Records

Slide 9

Removing Records

Retention schedule Identifies how long particular types of records

should be kept Active storage Inactive storage

Topic 9-1 Maintaining Office Records

Commercial records centers

Slide 10Topic 9-1 Maintaining Office Records

Focus On …

Disaster Recovery Plans Provide procedures to be followed after

an event that results in loss of records Fire Flood Earthquake Power outages Sabotage

Include several phases Prevention Readiness Reaction Recovery

Slide 11

Components of a Paper System

Procedures Storage media Equipment and supplies

Topic 9-2 Paper Records Systems

Indexing: deciding how to identify each record to be filed

Coding: marking a record to indicate how it was indexed

Key Terms

Slide 12

Supplies for a Paper System

Topic 9-2 Paper Records Systems

Guides are heavy cardboard sheets that create divisions in a file

Labels are strips of paper that contain captions identifying files

Folders are containers used to hold papers in a file

Slide 13

Filing by Name

Records are indexed according to the name of an individual or organization

General, special, and individual folders are used

Topic 9-2 Paper Records Systems

Slide 14

Name File

Topic 9-2 Paper Records Systems

Note the position of guides and folders in this name file

Note the position of guides and folders in this name file

Slide 15

Filing by Subject

Records are indexed according to topics Special guides identify divisions of main

subjects

Topic 9-2 Paper Records Systems

Slide 16

Filing by Geographic Location

Topic 9-2 Paper Records Systems

Records are indexed according to the location of an individual, organization, or item

Main geographic divisions are called key units

Slide 17

Geographic Filing System

Topic 9-2 Paper Records Systems

In a geographic file, the primary guides identify the largest geographic location within the key unit

In a geographic file, the primary guides identify the largest geographic location within the key unit

Slide 18

Numeric Filing Systems

Guides Captions on guides are numbers Special guides aid in retrieving records quickly

Individual folders Contain records related to one individual or

organization

Topic 9-2 Paper Records Systems

Slide 19

Numeric Filing System

Topic 9-2 Paper Records Systems

A numeric filing system helps keep records confidential because numbers, not names, are used as folder captions

A numeric filing system helps keep records confidential because numbers, not names, are used as folder captions

Slide 20

Lists the numbers already assigned in numeric order

Gives the name or subject to which each number is assigned

May be kept manually or by computer

Accession Log

Topic 9-2 Paper Records Systems

This database contains an accession log

This database contains an accession log

Slide 21

General Alphabetic File

Topic 9-2 Paper Records Systems

Contains records that do not have an individual numeric folder

When several records accumulate in the general file, a numeric folder is created

Slide 22

Alphabetic Index

Topic 9-2 Paper Records Systems

Contains an alphabetic list of names and subjects in a file

Gives the number assigned to each name or subject

A G indicates that a record is stored in the general alphabetic file

A G indicates that a record is stored in the general alphabetic file

Slide 23

Consecutive order Files are arranged in simple numeric order Often used for records that already have

numbers, such as invoices Terminal-digit order

The last two or three numbers serve as the primary filing unit

Groups of numbers are read from right to left

Numeric Filing Systems

Topic 9-2 Paper Records Systems

Slide 24

Numeric Filing Systems

Topic 9-2 Paper Records Systems

Middle-digit order The middle two or three numbers serve as the

primary filing unit Groups of numbers are read from middle to left

to right Chronologic order

Records are filed according to date May be used to arrange records in individual

folders in alphabetic name files