Introducing
Your new presentation assistant.
Refine, enhance, and tailor your content, source relevant images, and edit visuals quicker than ever before.
Trending searches
INTERACTIVE MIND MAP OBM 247 AIZAT
477
OBM 247 : RECORD MANAGEMENT FOR OFFICE PROFESSIONAL
INTERACTIVE MIND MAP
PRESENTED BY : muhamad aizat faiz bin mahat ( 2019856658)
LECTURER : MISS NURUL HIDAYAH BINTI SALLEH
chapter 1 : definition of terms
chapter 1
- representation of info suitable for communication, interpretation and processing.
- raw data refers to unprocessed data.
- defined as facts or information that's stored in or used by a computer.
data
document
- a medium through info and imprinted for conveyance to one or more person.
- a writing conveying information.
- defined as the smallest unit for filing.
- refer to computer files.
- a fact, event or other thing to record and put it into permanent form so that it can be retrieved later.
information
- lead to knowledge regardless of the medium of its conveyance to one or more persons.
- data that is accurate and timely, specific and organized, gives it meaning and relevance.
- lead to an increase in understanding and decrease in uncertainty.
record
- recorded info in form of document or medium made or received by an organization that is useful in the operation of the organization.
- provide evidence of a business transaction.
- created, received, and maintained as evidence.
- example of record : forms, reports, files, disk, tape, film and others.
- public records : record created or received and maintained in any public sector agency.
- private records : record created, received and maintained by nongovernmental organization, families or individual relating to their private and public affairs.
- a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal.
records center
archives
- non-current or enduring value selected for permanent preservation.
- normally be preserved in an archival repository.
- a building or part of a building in which archives are preserved and made available for consultation or known as an archives.
archival repository
evidence
- an indication, testimony, in support of a conclusion.
- characteristic of records : permanent or static, value as official sources of info, authentic and unique.
creators and users of records
- government and private sectors created and used records on a daily basic to documents actions, confirm decision, identify rights, implement responsibilities, and communicate information.
- government employee rely on records to provide core info, for conducting their public administration on behalf of the citizen,
- company employee rely on the records to provide core info, for conducting their business transaction.
- administrative value
- fiscal value
- legal value
- historical value
value of records
use of records
- in pressing for claims due to a person.
- to show that someone is responsible for a particular action.
- to tell us the story of what has happened in the past.
- to boost the corporate image of a particular firm by showing the success in its long past.
- to tell us our past mistakes and provides continuity in charting our future.
chapter 2
chapter 2 : the field of records management
Learning outcome
- able to explain the life cycle of records
- able to differentiate each phase of records activity
- apply records management in the real life situation
overview of records management
- records are vital evidence in daily basis for individual as well as organization which run the business
- example : records as student at UITM
- failure to locate records can be costly for an organization
- example : an insurance company may process over a million policies
- processing and maintaining these important records so they are not lost or misplaced
- as the volume of records stored in organization are increasing, record management is complicated by the different kind of records kept
- types of office records : letters and memo, card, reports and others
- the need to store and to protect the records and to find them when they are needed
definition of records management
- recorded information created or received and used in the operation of an organization
- the records responsibility is called Record Management
- record manager is the person who responsible for the records management program
- records management professionals have the ultimate responsibility for establishing records policies and procedures
- everyone in the organization need to have a basic understanding of record control
- filing is the action of arranging records in a predetermined sequence
- retrieval is the process of finding records and information
filing and retrieval
- a set of procedures used to make filing and retrieval reliable and systematic process
record control
- records provide the memory of what happened in the past
- records are kept and used because they have some purposes :
1. administrative value
- used in the performance of daily operations
-example : policy and procedure manuals
2. fiscal value
- for financial record
- example : tax return, invoices
3. legal value
- provide proof of business transactions
- example : contracts
4. historical value
- provide evidence of organization's accomplishment
- example : article of incorporation
why organizations keeps records
1. vital record
- essential for continuation or reconstruction of organization after disaster
- example : patents, formulas, and contracts
- stored in active record area
-access is restricted to a selected list of users
2. important record
- relate to the daily operation and necessary for continuation of organization.
- example : account payable record, and sales
- stored in safe in active/inactive storage areas
3. useful record
- limited but helpful, reference value
- example : bank statement
- stored in file cabinets or shelves in inactive storage areas until the time for their destruction
4. nonessential record
- may never had any value
- example : telephone message
- sent to inactive records area and destroyed according to record retention and destruction schedule
the value of records
creation
disposition
distribution
the record life-cycle concept
maintenance
use
1. active records
- used regularly-three or more times a month
- stored in easily accessible location
- essential for active records
2. inactive records
- used less than 15 times a year
- occupy on upper and lower drawer
- stored in another location where floor space is less costly
3. long-term record
- inactive but continues to have value to organization
- kept for legal or historical purpose
- stored for a specific period of time
- referred to as archival storage/archives
archives-permanent storage place for record
phases of records activity
- reduce the volume of record
- improve storage and retrieval systems
-increase efficiency of records processing
- identify and protect vital records
- meet legal requirements
- cut cost
why records need to be managed
- create the right info and records
- make records available for the right individuals
- to ensure records and created and maintained in appropriate formats
- to ensure records are available at the right times and at the right place
- to ensure records are managed efficiently and at low cost
goals of records management
records management program
basic elements of records management program :
- mail operations
- classification operations
- file operations
- use, storage, retrieval and circulation operations
- disposition operations
- well-defined goals understood by all workers
- simple, sound organizational plan
- efficient procedures for managing each of the five stages in the record life cycle
- well-trained staff
programs for managing records
- management
- human problems
- inefficient filing procedures
- poor use of equipment
- inefficient use of space
- excessive records costs
problems in records systems
1. opportunities
- every type and size of office has records
- records supplies and storage equipment businesses
2. positions
- records managers
- records supervisors
- records clerks
careers in records management
chapter 3 : managing current record
chapter 3
registry
- unit within an organization
- responsible for managing the record of the particular organization
- ensure that there is a good flow of recorded info in organization
- function of registry :
a. to house the entire series of records kept in a particular department and to have intellectual control over the record
b. dispatching and receiving all letters
c. monitor the movement of records or file
d. ensure the action to be taken on a file is brought to the attention of the staff concerned
- the control comes from one location (main registry) to control the records system, records staff, allocated space for the registries, and records equipment and supplies
- advantages of centralized registry :
a. control over records creation with a file design (no duplication)
b. standard procedures on record management will be in place
c. confidentially of information is more easily safeguarded
centralized registry
- there are various units or divisions within a department that have their own small registry units
- various registries will have their own records systems, records staff, allocated space for the registries, and records equipment and supplies
- advantages of decentralized registry
a. easy access to info
b. faster retrieval and speedier decision making
c. saving in cost labor and expensive equipment
decentralized registry
registry
component of registry
mail room
(mail management)
1. mail management
- the receiving, sorting, opening, routing, controlling and distribution of the incoming mail
- the collecting, sorting and distributing of paperwork coming from within the building or area serviced by the mail room
-objective : to provide rapid handling and accurate delivery of mail throughout the agency at a minimum cost
2. mail room
- a space or room in an agency allocated for mail management
- provides a vital service to the department
3. space and layout
- refers to the physical arrangement of all mail rooms and their facilities of furniture and equipment
4. operating the mail room
- planning : conduct survey to determine volume of mail
- organizing : allocated of duties and responsibilities
- coordinating : coordinate activities of more than one registry with the mail room services and operations
- budgeting : budget forecast ( postage)
5. document processing in the mail room
- types of document :
i) correspondence received (inward correspondence)
ii) correspondence dispatched (outward correspondence)
- mail that may be received or dispatched through the postal service, through the government's internal mail system, through private courier service, or by hand
- other forms of communication : telegrams, fax, e-mail and internet
- department will have to handle internally generated and circulated material such as reports, directives and others
6. subject classification
- subject file classification is a collection of papers on a specific subject or its specific sub-subjects collated and placed within a single file cover container
- classification records is the act of determining the subject under which the records are to be named, numbered, cross-reference and filed
- 2 categories of subject files :
i) administrative files/records of an internal housekeeping
ii) operational files/records created by a department or agency in carrying out its main functional role
- characteristic of good classification systems :
i) simple as possible and easy to operate
ii) permit additions and deletions
- benefit of a good subject file classification are an aid to service, to research, to documentation and others
- types of subject classification systems
i) alphabetical systems
ii) function and activity systems
iii) administration structure systems
7. coding systems
- file coding systems consist of numbers, letters or combination of numbers and letters used in designing and arranging subject headings for storage and retrieval of files/records
- codes must be placed on file cover labels, storage equipment labels, and records
- coding system used with subject filing :
a) alphabetic
b) alphanumeric
c) block-numeric
d) decimal-numeric
e) duplex numeric
file room
(file management)
1. file room operations
- function of the file room :
i) filing the records
ii) verifying the records to be filed and maintaining an accuracy control
iii) maintaining the record physically
- the file room aspect :
- should be kept with a clean, neat and orderly appearance
- all flat surfaces should be kept clean and clear of material except while an operation is being performed
- charge-out and other guides must be properly maintained
2. file format
- a file is a folder that keeps enclosure together in some order or another
- the physical paper file has 3 components :
i) a cover to protect the contents
ii) the contents
iii) some method of securing the contents together (security tag)
- 3 stages of record management :
i) file creation
ii) file use and maintenance
iii) file disposition
3. filing the records
- records to be filed :
- inward correspondence in all its forms
- internal minutes relating to the correspondence
- copies of outward correspondence
- records not to be filed :
- any forms of rough draft
- copies of correspondence
- ephemera
4. opening new files
- a new file should be open when :
- a new subject arises within the administrative process
- relevant documents need to be filed
- new subject needs new files or sub-file
- rules for new file
- each file must relate to a single subject and have a title that describes its content
- each file should be classified and coded, and documented
-files can be subdivided into:
i) parts of files
ii) sub-files
iii) continuation files
5. closing files
- files should not be allowed to become thick or be kept in use for too long
- the closure of files should be formally documented
- a size of 1 inch is reasonable limit for treasury tag files
- the word 'CLOSED' should be written or stamped diagonally in bold letters across the front cover
6. file operating pointers
- do each day's filing of the files and papers
- check the filed record against the contents of the files, and file number to prevent misfiling
- do not separate attachments from their covers
- do not overload the file cover
- created new volumes for files immediately as required
7. file containers
- do not allow too much space for expansion in cabinets or shelves
- provide sufficient file guides
- label the file cabinets and drawers, and the file shelves and bays
- keep the transfer of dormant files up-to-date
chapter 4
chapter 4 : alphabetic storage and retrieval
- records : serve as the memory for an organization
- filing/storage method :
i) alphabetic
ii) subject
iii) numeric
iv) geographic
- alphabetic indexing rules provide office workers with the necessary guidelines to arrange personal and business names alphabetically
- index : a pointer
- rule : established guide for action
need for alphabetic order
filing rules
- all filing is done to be facilitate retrieving information
- ARMA's alphabetic indexing rules provide guidance
- consistently following filing rules and procedures helps in rapid retrieval of information
indexing
- mental process of :
1. select the filing segment :
- the filing segment is the complete name, subject, number or location being used for filing purpose
- example : Selena H. Sancho
2. divide the filing segment into filing units :
- may be a word, a letter, a number or any combination of these
- alphabetized by comparing the filing units letter by letter
- example : the filing segment Selena H. Sancho is made up of three separate filing units - Selena/H./Sancho
3. determine the order of filing units :
- rule for indexing personal names is to consider the surname ( last name ) first
- key unit : filing unit considered first in filing segment
-coding : physical process of marking the indexing units in the filing segments
- example 1 : personal name - Selena H. Sancho
- Sancho is the key unit
- Selena is the second unit
- H is the third unit
- example 2 : business name - Jay and Sons, Business
- jAY is the key unit
- AND is the second unit
- SONS is the third unit
- BUSINESS is the fourth unit
alphabetic indexing rules 1 - 5
rule 1
rule 1 : order of filing units
a) personal names
- surname is the key unit
- first name is the second unit
- middle name is the third unit
- example : Nick J. Cole
- key unit : Cole
- second unit : Nick
- third unit : J
b) business names
- index business names as written using letterhead or trademark as guides
- example : Ace Digital Network
- key unit : Ace
- second unit : Digital
- third unit : Network
rule 2
rule 2 : minor word and symbols in business names
- symbols are considered as spelled in full
- example : $, #, %, cent, dollar
- when "the" appears as a first word of a business name, it is considered the last indexing unit
- example : The Ace Poker Store
- key unit : Ace
- second unit : Poker
- third unit : Poker
- fourth unit : The
rule 3
rule 3 : punctuation and possessives
- all punctuation is disregarded when indexing personal and business names
- close up the letters or words and index the names as one unit
- example : Inter-Milan Inc.
-key unit : InterMilan
- second unit : Inc
rule 4
rule 4 : single letters and abbreviations
a) personal names
- initials are considered separate indexing units
- abbreviations and nicknames are indexed as they are written
- do not spell out abbreviations or try to outguess shortened names
b) business names
- single letters in business and organization names are indexed as written
- if single letters are separated by spaces, index each letter as a separate unit
- an acronym (ARMA or GMAC) is indexed as one unit regardless of punctuation or spacing
- example : A C K-One Inc.
- key unit : A
- second unit : C
- third unit : KOne
- fourth unit : Inc
rule 5
rule 5 : titles and suffixes
a) personal names
- a title before a name, a seniority suffix, or a professional suffix is the last indexing unit
- examples :
i) title before a name : Dr., Mr., Prof.
ii) seniority suffix : III, Jr., Sr.
iii) professional suffix : CRM, Mayor, Ph.D.
- a professional title that appears after a name is referred to as a suffix
- numeric suffixes are filed before alphabetic suffixes
- if a name contain both a title and a suffix, the title is the last unit
- example : Bishop H. Quill III
- key unit : Quill
- second unit : Bishop
- third unit : H
- fourth unit : III
b) business names
- titles in business names are indexed as written
- example : Capt. Luffy Pet Shop
- key unit : Capt
- second unit : Luffy
- third unit : Pet
- fourth unit : Shop
1. personal names
i) unusual names
- example : Mr. Alex Xavi
- original : Xavi Alex Mr
- cross-reference : Alex Xavi Mr
ii) hyphenated surnames
- example : Mrs. Wendy Kim-Lee
- original : KimLee Wendy Mrs
- cross-reference : LeeKim Wendy Mrs
iii) alternate names
- example : Micheal Moon
- cross-reference : Moonsky Micheal
iv) similar names
- example : Three, Thee, Tree
- cross-reference : Thee, Tree, Three
2. business names
i) compound names
- example : Jake, Jay and Josh Shop
- cross-reference : Jay, Josh and Jake Shop
ii) abbreviations and acronyms
- example : AZ Electronic
- cross-reference : Ape Zack Electronic
cross referencing
alphabetic indexing rules 6 - 8
rule 6
rule 6 : prefixes - articles and particles
- a foreign article or particle in a personal or business name is combined with the part of the name following it to form a single indexing unit
- the indexing order is not affected by a space between a prefix and the rest of the name, and the space is disregarded when indexing
- example : Mario De Patrio, MD
- key unit : DePatrio
- second unit : Mario
- third unit : MD
rule 7
rule 7 : numbers in business names
- names with numbers appearing in other than first position are filed alphabetically and immediately before a similar name without a number
- example : 17th Avenue Fashion
- key unit : 17
- second unit : Avenue
- third unit : Fashion
rule 8
rule 8 : organizations and institutions
- indexed and filed according to the names written on their letterheads
- example : Bank of the East
- key unit : Bank
- second unit : of
- third unit : the
- fourth unit : East
alphabetic records management
1. defining the alphabetic correspondence file
- is a collection of letter, memorandums and related documents, received or written, arranged in alphabetic order
- file alpgabetically by 3 method :
i) geographic method
ii) subject method
iii) name method
2. examining correspondence filing equipment
i) top-access equipment
ii) side-access equipment
iii) top-or side-access equipment
3. examining correspondence filing supplies
i) guides
ii) folder
- suspension (hanging folder)
iii) tab
- tab cut
- tab position
iv) label
- drawer label
- shelf label
- guide label
- folder label
v) caption
1. straight-line filing :
- the guide tab and folder tabs occupy single horizontal positions
- preferred because the eye scans in a straight line
2. guide arrangement
- alphabetic guides are the major file divisions and the primary guides
- secondary guides are special name guides and special subject guides interfiled alphabetically
3. guide arrangement ( cont )
- folders are containers used to hold and protect records
i) general folder
ii) individual folder
iii) special folder
arranging guide and folder
- when correspondence is first received, it is time-stamped and distributed
- time stamp : record date, time
- release mark : agreed upon mark placed on record showing that the record is ready for storage
- filing correnspondence :
i) inspecting : check for release mark
ii) indexing : read content to determine filing segment
iii) coding, precoding : mark filing units on record
iv) preparing cross-references : indicate record location under alternate filing segments
v) sorting : arrange records alphabetically by filing segment
vi) filing : place record in appropiate folder
receiving and filing document
selecting storage supplies and equipment
1. need for storage supplies and equipment
- kind of records to be filed
- the method of filing best suited to handling the record
- the manner of retrieving records
2. availability of storage supplies and equipment
- storage equipment commonly used for paper records :
i) vertical file cabinets
ii) shelf files
iii) lateral file cabinets
3. cost of storage supplies and equipment
- cost-benefit analysis is the process of determining the relative advantages and disadvantages of alternative solutions to a problem
- many other types of record that must be held under control programs because they are vital to the successful operation of a department or entire organization
i) catalogs and directories :
- type of reference material used by many business
- active record-rotary filing units
ii) large and odd-size records
- include blueprint, maps, tracing and others
- these bulky record required specific filing equipment such as flat/suspension files
iii) mixed media
- filing equipment in which combination of record media is stored in on location
- available in variety of color, size and configurations
storing other records
chapter 5 : numeric, geographic, subject records management
chapter 5
numeric records management
- a method of arranging records by number
- when to use numeric filing :
i) record have a unique number already assigned to them
ii) record have been assigned a number that has some meaning or importance
iii) record are confidential, and unauthorized access must be prevented
need for numeric filing
- consecutively numbered records are arranged in ascending number order-from the lowest number to the highest number
- also called serial, sequential, and straight numeric
- often use prenumbered records such as checks, invoices and others
- consecutive numbering components :
i) accession log
ii) alphabetic index
iii) numbered file
iv) alphabetic file
- consecutive number filing procedures :
i) inspecting
ii) indexing, coding and cross referencing
iii) sorting
iv) number coding
- advantages of consecutive numbering :
i) rapid re-filing
ii) easy and unlimited expansion
iii) built-in security
- disadvantages of consecutive numbering :
i) requires more guides
ii) more time-consuming
iii) congestion
consecutive numeric filing
1. terminal-digit storage
- numeric storage method in which in the last two or three digits are used as primary division under which a record is filed
- numbers are divided into groups separated by a space or a hyphen
- numbers are read from right to left
- the end digits are the terminal digits
2. middle-digit storage
- numbers are divided into groups separated by a space or a hyphen
- the middle group-middle digits-are used as the primary filing division
- numbers are read from middle to left to right
terminal-digit and middle-digit numbering
- records filed in date sequence
- principle followed in all storage methods
-databases for numeric storage :
-database software can simplify creation of the accession log and the alphabetic index
- consecutive numbering supplies :
- numbered guides and folders for the numeric file
- alphabetic guides and folders for the general alphabetic file
chronologic filing
geographic records management
- geographic filing : method of storing and retrieving records in alphabetical order by location of an individual, an organization, or a project
- the need of geographic succeed in many areas of social and political lives, business and industry
- example : political group, social clubs
- other examples of activities that require decisions based on location :
- scientific research
- facility management
- emergency response
need for geographic filing
- geographic system are modified to fit the need of the organization
- the filing segment in geographic filing includes geographic filing unit first, followed by the correspondents name
- arranged from major to minor geographic units
- consider the fiing units in this order :
i) country name
ii) state name
iii) city name
iv) correspondent's name
- storage arrangements :
i) dictionary storage arrangements
ii) encyclopedic storage arrangements
- guide plans
i) lettered guide plan
ii) location name guide plan
geographic filing method
- an index systematically guides the access to specific items contained within a larger body of information
- the alphabetic index and the master index are useful indexes when filing by location
1. alphabetic index
- the index may be in form of type list, card file or computer-generated list
- information in the index must include correspondent's name, state name and city name
2. master index
- a complete listing of all filing segments in the filing system
- folder labels and mailing lables can be prepared from the same stored data
geographic file indexes
1. inspecting
- inspect each incoming letter to be sure it has been releaser for filing
2. coding
- geographic location are considered the first part of the filing segment so mark the locations clearly
3. preparing cross-reference
- as in alphabetic filing, cross-reference are sometime necessary
4. sorting
- sort letters and other records by geographic units
5. filing
- locate folder location by making use of labels and guides
geographic filing procedures
- readily adaptable and can be reduced and expanded with relative case
-the alert filer knows when changes in the system are neccessary and how to make them
- when to expand :
i) an increase in the volume of incoming and outgoing records processed for filing
ii) an overcrowded folder
- how to expand :
i) space for expansion is anticipated at transfer time
ii) free space is left in every file drawer and on every shelf section
expansion of the geographic file
advantages and disadvantages of geographic filing
1. advantages
- ability to group business activities by location
- operations relating to a specific location are filed together
2. disadvantages
- need time to prepare and maintain it
- user must know the geographic location, or an index must be created
subject records management
- subject filing : a method of classifying, coding and filing records by subject
- subject records management : an alphabetic system of storing and retrieving records by their subject or topic
- recommended when the range of topics is wide
- appropiate for catalogs, clipppings and others
- example : expenses report manufacturing
1. dictionary arrangement
- subject folders are arranged behind A-to-Z guides in correct alphabetic order by specific subject
- characteristic :
i) primary guide labels contain letters A to Z in alphabetic order
ii) special guides indentify folders referenced often
2. encyclopedic arrangement
- a subject filing arrangement in which records are arranged in alphabetic order
- records are divided into broad groups and then subdivided into more specific topics
- characteristic :
i) a general subject folder with the same label caption as primary guide is inserted behind the last subdivision folder for that subject
need for subject filing
1. inspecting
2. indexing
3. coding
4. cross-referencing
5. sorting
6. filing
7. retrieving
subject filing procedures
- write long subject with subdivision in the top right corner of a record
- for one-word subject, the subject code may consist of the first letter of the word and next 2 or 3 consonants in word
- example : ACC for accounting
subject code
advantages and disadvantages of subject filing
1. advantages
- subject are easier to remember than names
- related records are easy to find
- related records are not scattered throughout the files
2. disadvantages
- main subject titles and subdivisions may overlap
- concise, clearly defined, and uniformly stated subject titles may be difficult to select
- users may not remember exact titles
chapter 6 : records retention, retrieval and transfer
chapter 6
concept of appraisal and disposition
- appraisal : the process of determining the value of records for furhter use
- disposition : the action taken in due course as a consequence of appraisal
- disposal schedule : the control document that contain appraisal decisions and prescribes disposal action
- record retention : the established policy and procedure for determining what documents to keep, where to keep them and how long these documents are to be kept
- record inventory and analysis : should be conducted to obtain information needed to prepare record retention and destruction schedule
- records inventory :
1. a detail listing of an organization's records :
i) types of records
ii) volume of filed records
iii) location of record
iv) frequency of use
v) classification systems
2. collected information include followings:
i) names and dates of records series
ii) records locations
iii) storage equipment
iv) number of storage containers
v) records reference rate
vi) records media
records retention
- record series : a group of related records that normally are used and filed as a unit to determine the record retention period
- records values :
i) nonessential records - not worth keeping
ii) useful records - short term storage, up to 3 years
iii) important records - long term storage, 7 to 10 years
iv) vital records - permanent storage
- records accessibilities :
i) active records - accessed 3 or more times a month
ii) inactive records - accessed less than 15 times a year
iii) archive records - kept for their continuing or historical value
- retrival : the process of locating and removing a record or file from storage
- 2 way to retrieve records :
i) manual retrieval
ii) electronic retrieval
records retrieval
- procedures for borrowing paper
i) request record and folder
ii) charging out cards and folders
- OUT-guide method
- requisition sheet method
- OUT folder method
- carrier folder method
iii) canceling charge-out for returned records
iv) following up on borrowed records
v) reserving records
manual charge -out and follow up of records
electronic charge and follow - up of records
1. using the computer for charge-out and follow-up systems
- can identify and track any record from creation to transfer to inactive storage or destruction
- track unlimited of records and produce a variety of useful reports
- example : file inventories
2. using bar code charge-out and follow-up systems
- fast and accurate means of gathering and transmitting data to a computer
- 4 components of bar code
i) bar codes
ii)bar code scanners
iii) recharger
iv) personal computer and software
- act of changing the physical custody of records with or without change of legal title
1. transfer method :
i) perpetual
ii) periodic
iii) one-period
2. transfer procedures :
i) determining when records are to be transferred
ii) determining what records are to be transferred
iii) preparing records for transfer
iv) arranging the transfer
v) receiving records in the storage area
3. transfer supplies and equipment :
i) transfer boxes and labels
ii) guides and folders
iii) equipment
records transfer
- a building designed or adapted for the low-cost storage, maintenance and communication of semi-current records pending their ultimate disposal
1. types of records center
i) national records center
ii) departmental records center
iii) commercial records center
2. records center control procedures
- records center control files
i) inactive records index
ii) charge-out and follow-up file
iii) destruction data file
iv) destruction file