1. The Office Procedures and Technology
Chapter 9
Records Management Systems
Copyright© 2007 Thomson/South-Western

2. Records Management System
Used to organize, store, retrieve, and dispose of records
Consists of
Procedures
Storage media
Equipment and supplies
Topic 9-1 Maintaining Office Records

3. Storage Media for Records
Paper
Minimizing paper records
Accessibility is key
Magnetic media
Hard disks
Floppy disks
Magnetic tape
Flash drives
Topic 9-1 Maintaining Office Records

4. Storage Media for Records
Compact disk
Optical media form
Holds more information than a floppy disk
Micrographics
Photographically reduced documents stored on film
Microfilm and microfiche are common forms
Topic 9-1 Maintaining Office Records

5. Imaging Systems
Convert all types of documents to digitized electronic data
Store documents on CD-ROM
Allow quick retrieval of documents
Topic 9-1 Maintaining Office Records

6. Cost Factors Records management involves several cost factors
Equipment, supplies, and storage
Human resources
Destruction costs
Topic 9-1 Maintaining Office Records

7. Record Categories Vital records Important records Useful records
Essential to the company
Often not replaceable
Important records
Needed for smooth business operations
Expensive to replace
Useful records
Convenient to have, but are replaceable
Nonessential records
Topic 9-1 Maintaining Office Records

8. Record Life Cycle
A record may be filed and retrieved many times during its life cycle
Topic 9-1 Maintaining Office Records

9. Removing Records Retention schedule Commercial records centers
Identifies how long particular types of records should be kept
Active storage
Inactive storage
Commercial records centers
Topic 9-1 Maintaining Office Records

10. Focus On … Disaster Recovery Plans
Provide procedures to be followed after an event that results in loss of records
Fire
Flood
Earthquake
Power outages
Sabotage
Include several phases
Prevention
Readiness
Reaction
Recovery
Topic 9-1 Maintaining Office Records

11. Components of a Paper System
Procedures
Storage media
Equipment and supplies
Indexing: deciding how to identify each record to be filed
Coding: marking a record to indicate how it was indexed
Key Terms
Topic 9-2 Paper Records Systems

12. Supplies for a Paper System
Guides are heavy cardboard sheets that create divisions in a file
Labels are strips of paper that contain captions identifying files
Folders are containers used to hold papers in a file
Topic 9-2 Paper Records Systems

13. Filing by Name
Records are indexed according to the name of an individual or organization
General, special, and individual folders are used
Topic 9-2 Paper Records Systems

14. Name File Note the position of guides and folders in this name file
Topic 9-2 Paper Records Systems

15. Filing by Subject Records are indexed according to topics
Special guides identify divisions of main subjects
Topic 9-2 Paper Records Systems

16. Filing by Geographic Location
Records are indexed according to the location of an individual, organization, or item
Main geographic divisions are called key units
Topic 9-2 Paper Records Systems

17. Geographic Filing System
In a geographic file, the primary guides identify the largest geographic location within the key unit
Topic 9-2 Paper Records Systems

18. Numeric Filing Systems
Guides
Captions on guides are numbers
Special guides aid in retrieving records quickly
Individual folders
Contain records related to one individual or organization
Topic 9-2 Paper Records Systems

19. Numeric Filing System
A numeric filing system helps keep records confidential because numbers, not names, are used as folder captions
Topic 9-2 Paper Records Systems

20. Accession Log Lists the numbers already assigned in numeric order
Gives the name or subject to which each number is assigned
May be kept manually or by computer
This database contains an accession log
Topic 9-2 Paper Records Systems

21. General Alphabetic File
Contains records that do not have an individual numeric folder
When several records accumulate in the general file, a numeric folder is created
Topic 9-2 Paper Records Systems

22. Alphabetic Index
Contains an alphabetic list of names and subjects in a file
Gives the number assigned to each name or subject
A G indicates that a record is stored in the general alphabetic file
Topic 9-2 Paper Records Systems

23. Numeric Filing Systems
Consecutive order
Files are arranged in simple numeric order
Often used for records that already have numbers, such as invoices
Terminal-digit order
The last two or three numbers serve as the primary filing unit
Groups of numbers are read from right to left
Topic 9-2 Paper Records Systems

24. Numeric Filing Systems
Middle-digit order
The middle two or three numbers serve as the primary filing unit
Groups of numbers are read from middle to left to right
Chronologic order
Records are filed according to date
May be used to arrange records in individual folders in alphabetic name files
Topic 9-2 Paper Records Systems