The OfficeProcedures and Technology

Chapter 10

Managing Records

Copyright© 2007 Thomson/South-Western

Slide 2

Preparing Records for Storage

Collect records Inspect records

Check for a release mark Attach related materials Repair torn records

Topic 10-1 Managing Paper Records

Slide 3

Preparing Records for Storage

Topic 10-1 Managing Paper Records

Index and code records Decide how to identify a record for filing purposes Mark the units of the filing segment on the record

Conventional coding Bar coding

Bar code: pattern of vertical lines containing coded information that can be read by a computerized scanner

Key Term

Slide 4

Coded Record

Topic 10-1 Managing Paper Records

The name on this outgoing letter has been indexed and coded for filing

The name on this outgoing letter has been indexed and coded for filing

Slide 5

Cross-Referencing Records

A cross-reference aids in locating records that may be requested by more than one name or subject

Cross-reference sheet Filed in the cross-reference folder Indicates where the record is filed

Copies of records may be used rather than cross-reference sheets

Topic 10-1 Managing Paper Records

Slide 6

Cross-Referencing Records

Topic 10-1 Managing Paper Records

This incoming letter has been coded and marked for a cross-reference

This incoming letter has been coded and marked for a cross-reference

Slide 7

Cross-Referencing Records

Topic 10-1 Managing Paper Records

A cross-reference sheet indicates where the letter is filed

A cross-reference sheet indicates where the letter is filed

Slide 8

Cross-Reference Guides

Topic 10-1 Managing Paper Records

Used when a permanent cross-reference is needed

Examples A business changes its name A business name contains two or more personal

names

Slide 9

Sorting Records

Arranging records alphabetically or numerically in filing order

Saves filing time Helps in locating records not yet filed

Topic 10-1 Managing Paper Records

Slide 10

Storing Records

Locate the proper file cabinet and drawer Read the guides to locate the desired section File the records in the appropriate folder

Individual folders General folders Special folders

Topic 10-1 Managing Paper Records

Slide 11

Overcrowded Files

Avoid overcrowding paper files Place no more than 1 inch of material in a folder Subdivide crowded folders and label each folder

appropriately Do not fill a file drawer completely

Topic 10-1 Managing Paper Records

Slide 12

Storage Equipment

Topic 10-1 Managing Paper Records

Several types of storage equipment are used for paper files Vertical file cabinets Lateral file cabinets Horizontal (flat) files Storage drawers Shelf files Mobile files Storage boxes

Slide 13

Retrieving Paper Records

Requisition card Form with space for charge-out information Used to trigger follow-up action on a record not

returned to the file OUT guide or folder

Used to replace a record or folder removed from the file

Contains charge-out information for the record or folder removed

Topic 10-1 Managing Paper Records

Slide 14

Retrieving Paper Records

Topic 10-1 Managing Paper Records

This OUT guide is being used to replace a record for Spanish Village Apartments

This OUT guide is being used to replace a record for Spanish Village Apartments

Slide 15

Protecting Vital Records

Vital records Are needed to maintain operations or fulfill

legal obligations Can be protected by various methods

Multisite storage Planned dispersing Duplication Vaulting

Topic 10-1 Managing Paper Records

Slide 16

Copying Paper Records

Office photocopiers produce images from an original document

Electronic copiers/printers can retrieve, store, transmit, print, and copy data

Many features are available Users should follow

proper operating procedures

Topic 10-1 Managing Paper Records

Reprographics: the process of making copies of graphic images, such as printed documents

Key Term

Slide 17

Records Management Software

Computer program that allows electronic tracking and control of records

Features Tracking records from creation to destruction Tracking on-site and off-site records Creating and maintaining a retention schedule Archiving and managing record archives Identifying and managing vital records

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Slide 18

Storing on Magnetic/Optical Media

Paper records may be converted to electronic media

Magnetic and optical media are often used for secondary storage

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Secondary storage: storage media or devices outside the internal memory of a computer system

Key Term

Slide 19

Storing Electronic Files

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Group related files in folders Use a unique name for each file Use numbers or dates to identify versions of files Use program default extensions Make back-up copies Control file security

Password: series of letters, numbers, or symbols used to identify a user and gain access to a computer system

Key Term

Slide 20

Storing Electronic Files

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

This directory shows folders (also called subdirectories) and individual files

This directory shows folders (also called subdirectories) and individual files

Slide 21

Storing Tapes and Disks

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Floppy disks, CDs, and DVDs Often stored in plastic trays or boxes Organized by subjects or code numbers on

labels Reel tapes

Stored in round, plastic cases Labels may be color-coded

Slide 22

Electronic Database

Collection of records accessible by computer

Can search thousands of records in a few seconds

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

An electronic database may be accessible to many employees via a computer network

An electronic database may be accessible to many employees via a computer network

Slide 23

Image Processing Systems

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Software and equipment used to create and store an image of a document

Images may be very complex Sound files may be used to annotate images Images are often stored on optical disks

Slide 24

Organizing Microforms

Arrange microforms alphabetically, numerically, or chronologically

Use descriptive captions Store in trays, boxes, or special file cabinets

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Slide 25

Retrieving Microfilm Records

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Consult the records index to find location information for a record

Use a reader to view the record Print the record if needed

Computer assisted retrieval: the process of locating records on film by using computer-stored indexes

Key Term

Slide 26

Focus On …

Protecting Online Records

Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Damage to online records can result from various causes Employee error Theft Misuse by dishonest employees Computer viruses

Companies use methods to protect online records Data backup procedures Password procedures Firewalls Antivirus software Intrusion detection systems