The Office Procedures and Technology Chapter 10 Managing Records Copyright© 2007 Thomson/South-Western

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

Preparing Records for Storage 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 Topic 10-1 Managing Paper Records

Coded Record The name on this outgoing letter has been indexed and coded for filing Topic 10-1 Managing Paper Records

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

Cross-Referencing Records This incoming letter has been coded and marked for a cross-reference Topic 10-1 Managing Paper Records

Cross-Referencing Records A cross-reference sheet indicates where the letter is filed Topic 10-1 Managing Paper Records

Cross-Reference Guides Used when a permanent cross-reference is needed Examples A business changes its name A business name contains two or more personal names Topic 10-1 Managing Paper Records

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

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

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

Storage Equipment 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 Topic 10-1 Managing Paper Records

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

Retrieving Paper Records This OUT guide is being used to replace a record for Spanish Village Apartments Topic 10-1 Managing Paper Records

Protecting 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

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 Reprographics: the process of making copies of graphic images, such as printed documents Key Term Topic 10-1 Managing Paper Records

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

Storing on Magnetic/Optical Media Paper records may be converted to electronic media Magnetic and optical media are often used for secondary storage Secondary storage: storage media or devices outside the internal memory of a computer system Key Term Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Storing Electronic Files 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 Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Storing Electronic Files This directory shows folders (also called subdirectories) and individual files Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Storing Tapes and Disks 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 Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Electronic Database Collection of records accessible by computer Can search thousands of records in a few seconds An electronic database may be accessible to many employees via a computer network Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Image Processing Systems 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 Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

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

Retrieving Microfilm Records 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 Topic 10-2 Managing Magnetic, Optical, and Microimaging Media

Focus On … Protecting Online Records Companies use methods to protect online records Data backup procedures Password procedures Firewalls Antivirus software Intrusion detection systems Damage to online records can result from various causes Employee error Theft Misuse by dishonest employees Computer viruses Topic 10-2 Managing Magnetic, Optical, and Microimaging Media