The Office Procedures 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 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 10 Topic 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

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

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

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

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

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