Records Management Chapter 6

Goal of Records Management
To get the right record to the right person at the right time at the lowest possible cost
Goal
Right Record
Right Person
Right Time
Storage
Placing records on a shelf or in a file drawer
Storage Methods
Alphabetic, Subject, Geographic, Numeric, or Chronologic
Alphabetic Records Management
Storing records in alphabetic order
Advantage of Alphabetic
Does not require an index
Easy to understand
Storage is easy following standard methods
Misfiles are easily checked
The direct access feature can save time
Related records for one name are grouped together
Disadvantages
Rules must be followed to prevent misfiling
Similar names may cause confusion
Misfiles can result in lost records
File names are not confidential
Related groups for different names are not grouped together
Considerations for Storage Equipment
Type and volume of records
Degree of protection required for records
Efficiency and ease of use of the system
Space available
Cost
Storage Equipment
File Cabinets (Vertical or Lateral)
Shelf files
Mobile shelving
File Capacity
Consider file capacity and floor space requirements when selecting equipment
Guides
Rigid dividers used to identify a section in a file
Made of pressboard or plastic
Primary guides
Special guides
Folders
Use to hold and protect records in a file
Are available in various cuts and positions
General Folder
For records to and from correspondents with a small volume of records
Individual Folder
For records of an individual correspondent with several records
Special Folder
For records stored behind a special guide
Care of Folders
Limit the number of records in a folder
Use score marks to expand folders
Insert records with the top to the left
Use a follower block to hold folders upright
Suspension Folder
Has hooks on each side that hang from metal rails on a file drawer
Bellows Folder
Has a top flap and sides to enclose records in a case
Pocket Folder
Has partially enclosed sides and more expansion at the bottom than an ordinary folder
Tickler File
A data-sequenced file by which matters pending are flagged for attention on the paper date
Also called a pending file
May be a physical or electronic file
OUT Indicators
Control devices that show the location of borrowed records
Labels
Contain the names, subjects, or numbers assigned to file folders
Sorters
Used to arrange records into alphabetic or numeric categories
Holds records temporarily prior to storage
Make locating unfilled records easier
Storage Procedures
Inspect
Index
Code
Cross-Reference (if needed)
Sort
Store
Release Mark
Shows that a record is ready to be filed
Initials, stamped
Sort
Arrange records in the order they are to be stored
Rough sorting and Fine sorting
Store
Place records into storage containers
A lost record is a …
Loss of time
Loss of money
Loss of peace of mind
Storing records correctly is
Very important
A misfiled record is often
A lost record
Finding Misfiled Records
Look in the folders in front of and behind the correct folder
Check for transposition of numbers or names
Look in preceding years or related subjects
Look in the related general folder
Look in the sorter or containers of unfilled records
Indexing Incoming Correspondance
Use the name in the letterhead (unless it is in no connection to the purpose of the letter)
Use the name in the signature block
Indexing Outgoing Correspondance
Most important name is usually the one in the inside address