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

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

3. 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

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

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

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

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

8. 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

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

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

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

12. 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

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

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

15. 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

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

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

18. 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

19. 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

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

21. 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

22. 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

23. 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

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

25. 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

26. 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