CRM Prep Workshop Part 3 Records Systems, Storage and Retrieval

Part 3 – Records Systems, Storage and Retrieval Basic Concepts Filing Systems Information Retrieval Active Filing Systems Active File Facilitates

Part 3 – Records Systems, Storage and Retrieval Active Files Operations Records Centers Operated by the Organization Commercial Records Centers Special Storage Requirements File Conversions

Basic Concepts Assessing information needs Controlling volume of information Information retrieval Classifying information

Basic Concepts Media selection Basic file groups Rules of alphabetic order

Filing Systems Alphabetic –When and why should an alphabetic arrangement be used Numeric –What are the purposes Alphanumeric –Know the difference between alphanumeric and phonetic coding Subject –Various subject arrangements – dictionary and encyclopedia

Information Retrieval Definition and objectives –What are the theories? –How can equipment affect efficiency in retrieval? Indexing –Know the functions of an index Computer-Assisted Retrieval –Understand the capabilities and applications for various RIM software

Active File Systems Definition and objectives –Active records are records that are referred to frequently Design and planning –What is the criteria and design for active filing system Uniformity –What is the importance of uniformity in active filing systems and plans?

Active File Systems Location –Location, location, location… Filing manual –What are the components of file operations manuals and file users’ manuals Microfilm-based active systems –What are the advantages and disadvantages of implementing a microfilm system in and active environment? Electronic-based active systems –What are the advantages and disadvantages of implementing an electronic-records system?

Active File Facilities Building design considerations –Understand the need for planning File Equipment –Be familiar with the multiple types of filing equipment Supplies –Know what supplies are available to support the filing system Shredders/balers –Understand the key features of shredders and balers

Active Files Operations Functions and objectives –Maintenance and retrieval functions File/document control –Identify the controls for retrieval and enhancement for active file storage Access restrictions and control –Understand the requirements for privacy and security of the active file system Filing procedures –Consistency is the key to successful active file system Review and maintenance –Assure ongoing control and management for active file systems

Records Centers Operated by the Organization Functions and objectives –Know the value of record centers in storage of semi-active and inactive records Records center facilities –Understand the advantages of offsite vs. on-site records centers Building design and consideration –Be familiar with facility requirements and building code Shelving –Familiarize yourself with the most common type shelving systems Storage containers –Know the specifications for standard record containers

Records Centers Operated by the Organization Materials handling equipment –Know what handling equipment best fits the job Managing the records center –Know what planning, staffing, and procedures are required to manage a records center Operating the records center –Be familiar with polices and procedures to operate a facility Business continuity –Understand the value of a of a disaster recovery plan Review and evaluation –Know how to develop management control systems and reporting tools

Commercial Records Centers Vendor evaluation –Service costs, contract provisions and accessibility Contract considerations –Evaluate services vs. cost Commercial facility use –Responsibilities of the vendor and the user

Special Storage Requirements Media – Microforms – Electronic – Other Non-standard size items

File Conversions Media conversions –Planning and implementing media conversions Paper filing conversions –Planning and implementing storage conversion projects Electronic filing system conversion –Planning and implementing conversion of automated filing systems to other systems