1. Records Management By: Mel Michelle Dawn T. Ramirez

2. Importance of Records Management

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

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

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

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

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

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

9. BASIC METHODS OF FILING

10. 1. ALPHABETIC METHOD

11. 2. GEOGRAPHIC METHOD

12. 3. NUMERIC METHOD

13. 4. SUBJECT METHOD

14. 5. CHRONOLOGIC METHOD

15. Equipment and Supplies used in Basic Filing Basic Equipment for Filing

16. 1. Spindle file

17. 2. Pigeonhole File

18. 3. Bellows File

19. 4. Box File

20. 5. Shannon File

21. 6. Vertical File

22. General Files Fall Into Three Main Categories:

23. 1. Drawer Files

24. 2. Side Files and Lateral Files

25. 3. Open-Shelf Files

26. Filing Supplies

27. 1. Guides

28. 2. Folders

29. Miscellaneous Supplies and Equipment

30. 1. Labels

31. 2. Sorters

32. Filing Rules and Standard Rules for Names of Persons

33. 1. Order of Units

34. 2. Identical Names of Persons

35. 3. Hyphenated and Compound Persons’ Names

36. 4. Prefixed

37. 5. Abbreviation

38. 6. Seniority Designations

39. 7. Titles and Degrees

40. 8. Unusual and Foreign Names

41. 9. Names of Married Women

42. 10. A Person’s Name Within Another Name

43. Manual Records Retrieval, Retention, Disposal and Transfer

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

45. 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

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

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

48. 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

49. 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.”