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CONTENTS
INTRODUCTION

RECORDS STORAGE METHODS

RECORDS RETRIEVAL PROCESS

STORAGE EQUIPMENT AND SUPPLIES

MANAGEMENT OF ACTIVE RECORDS

FILE MAINTENANCE AND ACCESS

What is Records Management?

Records management is the systematic control of records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval and to their ultimate disposal

What is the goal of Records Management?

The goal of records management is to get the: right record right person right time

lowest possible cost

What is Records Storage?

The placement of records according to a plan on a shelf or in a file drawer or electronically on computerized devices and media.

What is Records Retrieval?

The systematic process

of finding and removing

records from a storage

area.

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Records Storage
Presented by Ms. Saltia Greyson

What type of records will you store?

USEFUL RECORDS

IMPORTANT RECORDS

VITAL RECORDS

A storage method is..

.. a systematic way of storing records according to Alphabetic Numeric Subject Geographic or Chronologic plan

ALPHABETICAL SYSTEM
A foundation of all storage filing methods arranged by words or letters of the alphabet. These often take on the procedures to filing including inspecting, indexing, coding, sorting and filing.

Inspecting
When a document is checked for readiness it should bear a release mark of either a stamp or initial in the upper right corner. This determines under what name or caption the paper is to be filed.

Indexing This is the process of deciding the name or heading under which the document is to be filed. Some common rules for indexing on a unit-by-unit basis are observed including personal names are transposed, nothing comes before something, names with prefixes where punctuations are disregarded etcetera.

Coding
The name, number or subject under which the correspondence is to be filed is underlined or circled. Sometimes a cross-reference may be necessary as the item could be placed under several headings. Here colourcoding converts the number or alphabets to speed up the filing process and eliminates the use of index cards.

Sorting All correspondence is placed in alphabetical or numerical order

Filing Documents are placed in the relevant folders and their respective storage areas.

according to the names

or headings that have been underlined or

circled.

Numerical System
With numerical filing methods, each name, document or folder is given a number in exact numerical sequence. Index cards are required to connect names to numbers.

Subject System
This system is used for filing general

correspondences placed in alphabetical

order using primary guides.

Geographic System
Correspondences are classified according to location that is country, county, parish and town etcetera. Papers are place according to their place of origination or destination.

Chronologic System
Documents are filed

according to their dates in

a numerical order. It uses alpha, subject, numeric and geographic methods with the most recent on top.

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RECORDS RETREIVAL PROCEDURES

Presented by Ms. Ramonia Brown

Record Request Store Record Refer to Index

Receive Record

Records Retrieval Process

Record Search

Follow-up

Retrieve Record

Record to Requester Charge-out Record

Remove Record

How can Records be retrieved?

Records can be retrieved in THREE ways: Manually Mechanically Electronically

How are records requested?

Orally
Face to face,
telephone, intercom, messenger

In writing
fax,
email, memo, letter, special form

Effective records control

Who took the record?

What records are out of storage? When were the records taken? How long will the records be out of storage? Where will the records be re-filed when they are returned to storage?

Requisition Procedures

Requisition Form

On-call (wanted) Form

Confidential Request

Charge-out Procedures
1 2 3

OUT INDICATORS
CARRIER FOLDERS CHARGE OUT LOGS

Follow-up Procedures
Some factors that affect the length of time for which records are borrowed:
The number of requests received for the record

The type of business

The use of a copying machine

The value of the records

Charge-out Log
1) What record was taken?

2) When the record was taken?

3) Who took the record? (name, extension number, e-mail address)

4) Date due for returning the record

5) Date returned 6) Date overdue notice was sent 7) Extended date due

Electronic Records Management

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STORAGE EQUIPMENT AND SUPPLIES

A place for everything and everything in its place.

Presented by Ms. Ramona Downe

Need to know:

What type of equipment and supplies are used most in the office? What is the specific vocabulary for RIM equipment and supplies?

Selection Criteria for Equipment

Selection Criteria for Supplies

Equipment compatibility

Efficiency

Quality

Economy

Vertical File cabinets

Lateral File cabinet

Shelf Files

Box files

Folders

File fasteners

Treasury Tags

File out tray

Optical Disc in sheet protector

Suspension files Index Cards File

Rotary card index

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MANAGEMENT OF ACTIVE RECORDS

Presented by Ms. Samantha Francis

Active Records
Active Records Defined. Document or Record Undergoes Processing Referred to frequently (at least once per month) Also called current records

Active Records Storage

Active records should be stored in a close location to persons who need to access the information.

Active Records users

Who are the potential users of Active Records? No specific user

Anyone

TYPES OF STORAGE SYSTEMS

Centralized
Decentralized Combination

CENTRALIZED STORAGE
Advantages keeps related records together minimizes duplicate records provides one-stop retrieval of records Provides better utilization of space, equipment and personnel Disadvantages inconvenience to the department

DECENTRALIZED STORAGE
Advantages
allows managers to retain control over records immediate access by managers to their own records

Disadvantages
all related records are not kept together maximum equipment utilization duplicate records are encouraged

COMBINATION STORAGE SYSTEM

Advantages minimizes misfiles and lost records better cost efficiency Minimizes duplicate records

What about files that are not active?

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FILE MAINTENANCE AND ACCESS

Presented by Ms. Saltia Greyson

FILE MAINTENANCE
Avoid overcrowding. Purge files annually to be able to find needed items quicker. This will save on storage.
Labels should be uniformed, current, clearly visible and quick to identify.

FILE MAINTENANCE CONTINUED

Insert paper records facing forward and consistently insert new papers into the front.

Arrange documents chronologically making sure to always alphabetize and cross-reference for the obvious reason of saving time looking for a file.

ACCESSING FILES
Persons accessing files should have knowledge of the record system. There must be established procedures for requisitioning and charging out records. Files should be clearly identified with any material which they consider confidential.

ACCESSING FILES CONTINUED

Provide a back-up for separate nonconfidential version. In antitrust proceedings, provide a concise description of each piece of deleted information.

QUIZ 2
Which of the following is a criteria for the selection of Equipment? a) Equipment compatibility b) Equipment costs c) Quality d) Efficiency

QUIZ 1
Name three documents used in the records requisitions process a) Letters, memos, requisitions b) Cross-reference form, index card, outcard c) Requisition form, on-call form, confidential request form d) Out-card, out-sheet ,charge-out log

Return to Q1

Return to Q2