1. Basic Records Management Concepts OT 122 Chapter One

2. Intro We’ll use this book for the 1 st half of quarter – Blue cardboard box and ‘Retrieval Exercises’ – Don’t work ahead  – So little homework Access 2 nd half of quarter – Please be computer…literate…? – Know how to open, save, new, etc.

3. Why is Records Management Important? MONEY!!! – Things may be lost Require time (money) to be found or redone – Legally required Medical, education, government (taxes, birth and death certificates) – All businesses use some sort of records management!! Even if customers aren’t tracked, then suppliers?

4. The Cycle of Records Management “Life” cycle of a record – Creation – Use – Storage – Retrieval – Disposition Can vary depending on the type of record – Legally required? – How/why created? – How received? – What form?

5. Impact of Technology on Records Management Umm…DUH! – Less paper – Cheaper – Faster – Easier – Safer (more secure) Can see who’s been looking at what

6. ARMA.org Originally stood for Association of Records Managers and Administrators Professional organization Ok to look at, but really nothing but a sales pitch… – Register for certifications, online courses – Subscribe to journals – Purchase other related materials

7. Would you like a career in Records Management? LOTS of options Successful candidate qualities? – Database literate – Trustworthy with sensitive information – Ability to delegate You probably won’t be able to do EVERYTHING in the cycle! – Ability to determine what needs to be handled

8. Records Management Vocabulary Accession log – List of code numbers assigned to each record that shows the next available code number in a numeric filing system Aka accession book OR…number list. Bar code – Do you really need this definition?! – Unique pattern of printed vertical lines and spaces containing information that is read electronically

9. Records Management Vocabulary CD and DVD, -R, -ROM, -RW, and WORM – Compact disc and Digital Versatile discs BOTH defined as ‘optical discs’ – R = Recordable Record once, replay infinitely Same as a WORM – Write Once, Read Many – ROM = Read Only Memory Pre-recorded – RW = Rewritable Can record and then record over

10. Records Management Vocabulary Charge out & follow up – Procedure for fulfilling requests to borrow records (charge out) and for making sure that records are returned on time and refiled correctly (follow up) Coding – Marking the units in the name or subject under which a record will be filed Correspondence – Incoming AND outgoing communication in written form Snail mail, email, faxes, etc.

11. Records Management Vocabulary Cross-reference – Hopefully another ‘duh’ – An entry directing attention to another related heading. – Directs a person to look elsewhere for a record or more information Database – File of related records all of which should share the same fields Completed customer app will have name, address, social and DOB, etc.

12. Records Management Vocabulary Digital record – Created by a computer system E-mail – Electronic mail – Incoming and outgoing messages sent electronically by way of computer networks Fax – Facsimile – Machine that scans a document and converts it to electronic signals to send, and converts the signals and prints a copy to receive

13. Records Management Vocabulary Field – A position set aside for a specific type (piece) of information Name, address, phone number, etc.

14. Records Management Vocabulary File – A collection of related records arranged in a systematic way and stored either manually or electronically Ex. A patient’s medical history with a particular doctor – All visits for that patient (‘related records’) are stored in the same file (systematic by customer name), probably in order of date of visit Filing – Arranging records into predetermined sequences Alphabetic Numeric Subject Date

15. Records Management Vocabulary Filing indexing unit – A number, letter, or word (or any combo) used as part of the filing segment Filing segment – The entire name, subject, or number used for filing purposes Guide – Divider with a captioned tab that is used to separate and identify sections in a file to facilitate retrieval of records

16. Records Management Vocabulary Indexing – Selecting the filing segment under which to store a record and determining the order in which the units should be considered Proper names or business names with several words Information – Data that are contained in records and that are meaningful or useful – Data is the raw, information is processed

17. Records Management Vocabulary Microimage records – Records that are photographed in reduced sizes and stored on microfilm or microfiche. OCR – Optical Character Recognition – The process of scanning printed characters or photos and converting them to digital format – Like a fax machine without sending; just stores the information

18. Records Management Vocabulary Records – All materials preserved for future reference Records manager – Person responsible for controlling the cycle of an organization’s records, as well as the maintenance, protection, and preservation Cycle? – Creation, use, storage, retrieval, disposition

19. Records Management Vocabulary Records retention & disposition schedule – List of types of records that indicates for each type how long it is to be maintained and when it may be destroyed Release mark – Symbol placed on a record, usually in the form of initials, a code, or a stamp, indicating that the record is ready to be filed