Records Management By: Mel Michelle Dawn T. Ramirez

Importance of Records Management

1. PRESERVATION OF RECORDS Helps to protect necessary records with care and disposes useless records.

2. EVALUATING PROGRESS Helps in evaluating progress of organization. Helps in finding out the weakness and strength of organization

3. FACILITATE COMPARISON Helps in comparison between one period of time and another or between same times of business

4. HELPS IN DECISION MAKING The study of past records shows direction for future. Supplies information to organization whenever it is needed.

5. EFFICIENCY IN OPERATION Provides required information with speed and accuracy.

6. EVIDENCE Records acts as an evidence in the time of dispute. Can be shown as proof in court.

BASIC METHODS OF FILING

1. ALPHABETIC METHOD

2. GEOGRAPHIC METHOD

3. NUMERIC METHOD

4. SUBJECT METHOD

5. CHRONOLOGIC METHOD

Equipment and Supplies used in Basic Filing Basic Equipment for Filing

1. Spindle file

2. Pigeonhole File

3. Bellows File

4. Box File

5. Shannon File

6. Vertical File

General Files Fall Into Three Main Categories:

1. Drawer Files

2. Side Files and Lateral Files

3. Open-Shelf Files

Filing Supplies

1. Guides

2. Folders

Miscellaneous Supplies and Equipment

1. Labels

2. Sorters

Filing Rules and Standard Rules for Names of Persons

1. Order of Units

2. Identical Names of Persons

3. Hyphenated and Compound Persons’ Names

4. Prefixed

5. Abbreviation

6. Seniority Designations

7. Titles and Degrees

8. Unusual and Foreign Names

9. Names of Married Women

10. A Person’s Name Within Another Name

Manual Records Retrieval, Retention, Disposal and Transfer

Records Retrieval Refers to the activities involved in locating and removing tangible record from the files.

Records Retrieval Involves the following steps: 1.The individual who desires a record fills out a request slip, which is transported to the central storage facility 2.The requisition clerk approves the request and asks the file clerk to retrieve the record 3.The record is transported either by messenger or by a mechanical device to the individual making the request 4.The record is returned to the central storage area when no longer needed

Records Retrieval Are now using: 1.Computerized records retrieval 2.Charge-out system

Records Retention Uses retention schedules to specify the length of time that records and documents must be retained by an organization

Disposition and Transfer of Records Refers to the ultimate fate of the records Transfer is a method for record disposition. Two most common methods of record transfer: Perpetual Transfer Records are continuously transferred to low-cost storage areas Records are constantly examined; and when their age or frequency of use renders them inactive, they are transferred Periodic Transfer Files are examined at frequent intervals (perhaps every four months) When materials are inactive, it is then transferred

Misplaced and Lost Records Lack of attention to spelling, careless insertion of records into the storage equipment, distractions—these reasons and others cause records to be misfiled and, therefore, “lost.”