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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

Continued on next slide


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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

Continued from previous slide


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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 Geographic Records Storage

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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Geographic Records Storage 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

Continued from previous slide


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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

Technology

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