IMR 452WEEK 6

STAFFING AND PERSONAL MANAGEMENT

RECORDS CENTER: STAFFING REQUIREMENT

Within the records center, there are four groups of staff activity:

o liaison with creator agencies and management of reference service

o management of the holdings within the records center

o security, transport and housekeeping within the center

o liaison with the archives

RECORDS CENTER: STAFFING REQUIREMENT

STAFF DUTIESo liaising with creating agencieso receiving records from creating agencieso retrieving records on demando retrieving records for transfer to the archives

or for disposalo administrative duties

TRANSFER OF RECORDS The physical movements and the transfer of

records to Records Center involves the following processes:

o the receipt of new consignments of records from agencies

o the issuance of records to agencies on request and the return of records from them

o the transfer of selected records to archives

TRANSFER OF RECORDSo entries to register of the movement of records

to and from records center includes: user name records title reference number date taken/date return

MANAGEMENT OF RECORDS preparing records for storage executing and maintaining control and retrieval

system procedures – check transfer lists, filing lists and complete accessioning procedure

completing statistical information receiving and carrying out requests for information

and records implementation of retention and disposal schedule

MANAGEMENT OF RECORDS Dealing with preparing records for storage,

certain procedures should be followed by the records staff and creating agencies.

Both creating agencies and records center must play important role to ensure all records are transferred in safe condition and well maintain stored in the records center.

PROCEDURES Accession done through accession lists or better known as

transfer list – list of records transferred to record center by a transmitting office

usage of prescribed form to ensure uniformity and completeness

prepared with a minimum of two copies : one copy sent in advance to records center and one retained in the office

a separate form for each records series preferable for easy control

PROCEDURES Transfer List Content office identification official name of records series span of time covered by records – important for identification

and disposal purposes especially financial records to indicate the age of the records

temporary number of carton in which records are placed – identification purposes until carton is assigned permanent number

retention schedule number destruction date

PROCEDURES Transfer Approval when transfer list is received by records

center, it will be reviewed for completeness, continuity and eligibility

completeness check will make sure that all items on transfer list are furnished:

correct name of records listed sub-details is sufficient for retrieval

PROCEDURES continuity check – reviewing past accessions

of records series to verify prior records have been received [oldest records accessioned first]

eligibility check – checking the items on the transfer list against the retention schedule to determine if they are eligible for records center storage

PROCEDURESPick-ups when transfer list is approved, shipment schedule for

pick up will be determined pick-up procedure may vary depending on: location of records center – daily basis if located in

the same building or weekly basis or as scheduled if located distance away

organizational structureo either mail or messenger of the department handle or

records center personnel

PROCEDURESSpace Assignment when records are received – it is placed in

staging or processing area–check against transfer list for space assignment

space numbers are assigned and written on carton in processing area – using complete and current register of space vacancies

PROCEDURESIndexing Methods – Control Card System consist of ledger sheet or card for every

records series held in records center kept in departmental or retention schedule

order, alphabetical order by record series, title or numerical order by title codes

each transaction is posted to these cards from the transfer list

PROCEDURESIndexing Methods Transfer list system both department and record center maintain

copies of transfer list lists are searched to secure the space number

assigned to the given records system well if transfer list is limited to one

series per sheet

PROCEDURES Control Card combining the 2 systems involve maintaining

an index to the transfer list which contain multiple series of records

PROCEDURES Search and Charge Out Procedures records request via telephone, fax, manual charge out procedures - making record's loan 2 purposes - to keep track of the records while

it is out - to ensure its return

PROCEDURES form completely in triplicate containing: name, phone number and location of the requestor name and full description of records space number and date 1st copy - replace the record in the file 2nd copy - attached to records as routing slip 3rd copy - placed in suspense file for follow up if

required

PROCEDURES Follow Up Procedures records should be returned within the specific

time after charging out if not, reminder will be sent to requestor if extension needed, charge out form should

be refilled and the whole process repeated

PROCEDURES Refilling process of filling records that have been

charged out Inter-filling placing of documents into containers

previously sent to records center - may be new documents required to complete a unit

PROCEDURES Reference Analysis valuable procedure - should be done at least

manually when there is obvious change in work flow patterns analysis enable records manager to know: how many reference are made for any given records

series the age of records being referred

PROCEDURES number of records that cannot be located or

charged out who uses the records center when the records are used how old records are when they ceased to be

used where 'high activity' records are located in

records center

PROCEDURES Reference Analysis File designed to accommodate data in functional

manner arranged by: records series - to determine the number of

searches, time span of records searched, the number of can't find, charge out and source of request

PROCEDURES user or owner of records - to determine the

types of records used, age of records used, number and frequency of request and number of follow up required

date - to determine the source of requests and periods of high and low activity on a particular records series

space number - to determine the high and low activity areas used in records center

PROCEDURES Disposal from Records Center records manager is the custodian of records

not the owner - final approval from the owner needed before records are destroyed

PROCEDURES Disposal system accession process noted the date of

destruction on transfer list a copy of list will be file in suspense file by

the earliest destruction date shown transcribe to destruction authorization form sent to originator for approval and received

form

PROCEDURES list space numbers covering records approved

for destruction on cards arrange card in numerical order removed records from the shelves take records to disposal area until scrap or

shred

Thank you