CHAPTER 10 Slide - · PDF fileCHAPTER 10 Slide ‹# ... Decisions Based on Location Scientific research ... Product distribution Continued on next slide

RECORDS MANAGEMENT © Thomson/South-Western

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Geographic Records Storage Method

Geographic records management

Geographic filing system

Closely related to subject records

management

Uses alphabetic and numeric filing and

indexing rules


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Examples of Activities that Require

Decisions Based on Location

Scientific research

Oil and gas exploration

Facility management

Real estate transactions

Emergency response

Utility and telecommunication services

Product distribution

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Geographical Information

System—GIS

A computer system designed to allow users

to collect, manage, and analyze large

volumes of data

Referenced to a geographical location by

some type of geographical coordinates

Query or analysis of the database results in

the form of a map



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Geographical Information

System—GIS

Increasingly considered essential

components of effective engineering,

planning, and emergency management

operations

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Advantages of

Geographic Records Storage

Operations relating to a specific

location are filed together

Each geographic area in storage is a

unit or a group, and the shift of groups

of records is easily accomplished by

moving an entire group from one file

location to another


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Disadvantages of


User must know the geographic

location, or an index must be created

and maintained

Guide and folder arrangements for

some large systems are complex

Cross-references are necessary for

both alphabetic filing methods and

numeric filing methods


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Geographic Records

Storage Arrangements

The geographic arrangement of

records depends on the following:

The type of business

The way reference is made to records

The geographic areas related to records


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Compass Terms

A compass term uses compass points as

part of the company or subject name.

Each word or unit in a filing segment is

considered a separate filing unit.

If the term includes more than one compass point,

the term should be treated as it is written.

When used in scientific document filing the

compass term is treated as an adjective and is

placed after the name.


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Examples of

Names with Compass Terms


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Storage Arrangements

Dictionary storage arrangements

Lettered guide plan

Location name guide plan

Encyclopedic storage arrangements

Lettered guide plan

Location name guide plan


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Dictionary Storage Arrangements

A dictionary arrangement for

geographic records is an arrangement

of records in alphabetic order.


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Encyclopedic Storage Arrangements

An encyclopedic arrangement is the

alphabetic arrangement of major

geographic divisions plus one or more

geographic subdivisions also arranged

in alphabetic order.


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Guide Plans

Lettered guide plan—an arrangement

of geographic records with primary

guides labeled with alphabetic letters

Location name guide plan—an

arrangement of geographic records

with primary guides labeled with

location names


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Dictionary Arrangement of Records

Lettered Guide Plan Location Name Guide Plan


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Encyclopedic Arrangement of Records

Lettered Guide Plan Location Name Guide Plan


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Indexes

Numeric file list (accession log)—a

serial list of the numbers assigned to

records in a numeric storage system

Alphabetic index—lists all

correspondents or subjects in

geographic storage

Master index—a complete listing of all

filing segments in the filing system


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Alphabetic Index for

Numeric Geographic Files


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Alphabetic Index for

Geographic Files


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Master index for

Geographic Files


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Geographic Records Storage and

Retrieval Procedures

Supplies include guides, folders, and

OUT indicators.

Retrieval procedures such as

requisitioning, charging out, and

following up are basically the same as

alphabetic, subject, and numeric

methods.


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Inspecting and Indexing

Record is inspected to determine if it is

released for storage and indexed by

scanning the content to determine its

proper place in storage


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Coding

Code the document for geographic storage

Mark the correspondents’ location first

Write numbers above or below the filing segment

to show the order of indexing and alphabetizing

units

Code the name of the correspondent by

underlining the name,

Place diagonals between the indexing units, and

number the succeeding units


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Cross-Referencing

As necessary in the geographic storage

method as it is in the alphabetic or

numeric storage methods

Use established rules for cross-

referencing personal and business

names



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Cross-Referencing

Additional Cross-References

Names of organizations having more than

one address

Organizations located at one address and

doing business under other names at other

locations

A foreign country name translated into its

English equivalent

Continued from previous slide Continued on next slide


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Cross-Referencing

Insert cross-references in both the

alphabetic or numeric index and the

storage file

In the numeric index prepare an entry for

each of the identification numbers

assigned to each file

In the alphabetic index, prepare an entry

for every name

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Types of Cross-References

Cross-reference sheet

Cross-reference guide

SEE ALSO cross-reference notation


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Cross-Reference Sheet

Cross-reference sheet—a sheet

placed in an alternate location in the file

directing the filer to a specific record

stored in a different location other than

where the filer is searching


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Cross-Reference Guide

Cross-reference guide—a special

guide serving as a permanent marker

in storage indicating that all records

pertaining to a correspondent are

stored elsewhere


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SEE ALSO Cross-Reference

SEE ALSO cross-reference—a

notation on a folder tab or cross-

reference sheet directing the filer to

multiple locations for related

information


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Sorting and Storing

Sort records numerically by file code or

alphabetically by location

Complexity of a geographic arrangement

requires extreme care when storing

Lettered Guide Plan—use the guides to locate the

alphabetic section within which the name falls

Location Name Guide Plan—find the primary

guide and look for the correct name on a

secondary guide. If a secondary guide is present,

also look for an individual correspondent’s folder


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Retrieving

Ask for the record (requisition)

Check the alphabetic or numeric index to

determine the location of the record

Remove the record from the files

Complete charge-out documentation for the

record

Follow up to see that the record is returned

to storage within a specified time

Documents

CHAPTER 10 Slide - · PDF fileCHAPTER 10 Slide ‹# ... Decisions Based on Location Scientific research ... Product distribution Continued on next slide