Records Storage and Retrieval Systems LIS 513 Fall 2014

Criteria for Selecting Records Storage and Retrieval Systems The format of the record The use of the stored records Frequency of use Personnel who use the records Space requirements or limitations Protection and security Length of retention period

Criteria for Selecting Records Storage and Retrieval Systems The Format of the Record What is the format now? What will the format be in the future?

Criteria for Selecting Records Storage and Retrieval Systems The Use of the Stored Record Used only for reference? Is there “transaction filing” occurring?

Criteria for Selecting Records Storage and Retrieval Systems Frequency of Use Relates to Productivity and Costs Has a bearing on personnel, floor space, and maintenance cost for records storage Expansion of files may hinge on Reference Ratio

Criteria for Selecting Records Storage and Retrieval Systems Personnel Who Use the Records People who must use the records storage equipment Filing equipment resources expended depends on who will be using the equipment – high salary vs. lower salary

Criteria for Selecting Records Storage and Retrieval Systems Space Requirements or Limitations How much space is available? How much will floor space cost? Two important considerations: Air space Aisle space

Criteria for Selecting Records Storage and Retrieval Systems Protection and Security Do records need extra security? Do you have to limit access? Are they archival? Do they need to be protected from extremes of heat and cold? Are these vital records which REALLY need to be protected from disasters?

Criteria for Selecting Records Storage and Retrieval Systems Length of Retention Period How long do these records need to be held? If retention period is short, don’t spend a lot on filing equipment!

Storage and Retrieval Systems For Active Records

Types of Retrieval Systems Standard, vertical file-drawer cabinets Lateral, file-drawer cabinets Open-shelf file units High-density file units Automated or Power Filing Units

Types of Retrieval Systems Standard, Vertical File-drawer Cabinets Most often used for paper-based records Each drawer holds 2,500 to 3,000 documents Best for: Records which are only referenced Records accessed by only a few people

Types of Retrieval Systems Standard, Vertical File-drawer Cabinets DISADVANTAGES: Amount of floor space required is high. Only one file worker can access the files in a cabinet at a time

Types of Retrieval Systems Lateral File-drawer Cabinets Filing cabinets which open broadside Designed for quick and easy access to records ADVANTAGES: Requires less floor space than vertical filing cabinets If storing legal records, stores more records per square foot

Types of Retrieval Systems Open-Shelf File Units “Bookshelf” cabinets Provides Easy Access to Records Best used for high-use records where security is not a concern

Open-Shelf File Units Advantages Allows 20-40% faster filing and re-filing Open shelf units require the least floor space of any filing equipment – 50% less than vertical Disadvantages Individual file folders must be removed from shelves for referencing No security or prevention of unauthorized access

Types of Retrieval Systems High-density Storage Units Used for storage of large volumes of highly- active records Held on rails – slides from side to side Similar to open-shelf cabinets but, mobile

High-Density Storage Units Advantages Storage of active records/files is much higher per square foot than other filing systems Disadvantages Much higher cost compared to other systems A “permanent” installation with tracks on the floor Very heavy!!

Types of Retrieval Systems Automated or Power Filing Units Also called power systems Ideal for very large quantities of records which must be retrieved VERY frequently Often used in centralized operations Different versions of these systems Advantages and Disadvantages are the same as high- density manual systems

File Classification Schemes Briefly Numerical + Growth is uniform + Greater security than alpha system - Retrieval slower than alpha system An indirect access system Alphabetical + Retrieval faster than numerical system A direct access system - Growth is not uniform - Less security than numerical system

File Classification Schemes Briefly Numerical + Growth is uniform + Greater security than alpha system - Retrieval slower than alpha system An indirect access system Alphabetical + Retrieval faster than numerical system A direct access system - Growth is not uniform - Less security than numerical system