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Records Management Chapter 9 Chapter 9 Geographic Records Management
© 2002 South-Western Educational Publishing © 2002 South-Western Educational Publishing
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Geographic Records Management
Storing and retrieving records in alphabetic order by location BRAZIL BELGIUM B AUSTRALIA A © 2002 South-Western Educational Publishing
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Examples Geographic filing systems are used by Petroleum companies
Banks and financial institutions Mail-order companies Publishers Insurance companies Companies with many branches Many others © 2002 South-Western Educational Publishing
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Advantages Geographic filing systems
Provide information specific to certain geographic areas for making decisions Are easy to expand Provide easy access to records requested by location © 2002 South-Western Educational Publishing
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Disadvantages Geographic filing systems require
Complex guide and folder arrangements in large systems More time to establish More time to index, code, store, and retrieve records © 2002 South-Western Educational Publishing
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Dictionary Arrangement
An arrangement of records in alphabetic order (A-Z) used when filing single geographic units Lettered guide plan or location guide plan can be used © 2002 South-Western Educational Publishing
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Lettered Guide Plan Primary guides labeled with alphabetic letters
Reduces storage and retrieval time when the volume of records is large Folder BRAZIL BELGIUM B AUSTRALIA A Dictionary Arrangement, Lettered Guide Plan Guide © 2002 South-Western Educational Publishing
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Location Name Guide Plan
Primary guides labeled with location names Appropriate for a few, diverse locations Folder BRAZIL BELGIUM AUSTRALIA Dictionary Arrangement, Location Name Guide Plan Guide © 2002 South-Western Educational Publishing
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Encyclopedic Arrangement
Alphabetic arrangement of major geographic divisions plus one or more geographic subdivisions also arranged in alphabetic order Lettered guide plan or location guide plan can be used © 2002 South-Western Educational Publishing
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Encyclopedic Arrangement
OUT guide Encyclopedic Arrangement, Lettered Guide Plan OUT NY ALABAMA DUNN RECOVERY NY AKRON PRIME ENERGY CORP ANALYTICAL DISCOVERY A 1 NEW YORK Folder Secondary guide Primary guide © 2002 South-Western Educational Publishing
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Encyclopedic Arrangement
General city folder Encyclopedic Arrangement, Location Name Guide Plan OUT NY AKRON PRIME ENERGY CORP ANALYTICAL DISCOVERY AKRON NEW YORK Individual folder Secondary guide Primary guide © 2002 South-Western Educational Publishing
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Alphabetic Index Lists all correspondents in the geographic file
ANALYTICAL DISCOVERY NY AKRON 4873 CENTER ST AMOR SUPPLY CENTER NY COURTLAND 1601 FOURTH ST COMPUTER MAGIC NY GENESEO MAIN ST TLC HOME BUILDERS NC ASHEVILLE RIVER DR VOSS INSURANCE NY AKRON 1422 EUCLID AVE © 2002 South-Western Educational Publishing
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Master Index Lists all filing segments in the system MASTER INDEX
NC ASHEVILLE TLC HOME BUILDERS RIVER DR NY AKRON ANALYTICAL DISCOVERY 4873 CENTER ST NY AKRON VOSS INSURANCE 1422 EUCLID AVE NY COURTLAND AMOR SUPPLY CENTER 1601 FOURTH ST NY GENESEO COMPUTER MAGIC MAIN ST © 2002 South-Western Educational Publishing
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Storage and Retrieval Procedures
Inspect Check for release mark Index Read content to determine the record’s place in storage Code Code the filing segments beginning with the location Cross- Reference Indicate record location under alternate locations in the alphabetic index and the storage file © 2002 South-Western Educational Publishing
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Storage and Retrieval Procedures
Sort Arrange records by largest geographic unit, then by geographic subdivision, and then by name Store Place record in appropriate folder Retrieve Complete requisition; consult index for location; remove record; complete charge-out form; follow up © 2002 South-Western Educational Publishing
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Coded Letter Mark geographic divisions and correspondent’s name on the letterhead © 2002 South-Western Educational Publishing
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Database Cross-Reference
Place cross-reference information in the SEE ALSO field © 2002 South-Western Educational Publishing
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E-Commerce Offers businesses opportunities to compete globally for customers Will likely increase use of geographic records management © 2002 South-Western Educational Publishing
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