1. RIMS
Manage, Track
& Secure Your files
Records Storage
and
Retrieval

2. CONTENTS RECORDS STORAGE METHODS RECORDS RETRIEVAL PROCESS
STORAGE EQUIPMENT AND SUPPLIES
MANAGEMENT OF ACTIVE RECORDS
FILE MAINTENANCE AND ACCESS
INTRODUCTION

3. Definition:
Records management is the systematic control of records from their creation or receipt, through their processing, distribution, organization, storage, and retrieval and to their ultimate disposal

4. What is the goal of Records Management?
The goal of records management is to get the:
right record (accuracy in data retrieval)
to the right person (accuracy in destination)
at the right time (efficiency)
at the lowest cost (cost-effectiveness)

5. What is Records Storage?
The placement of records according to a plan (organized/logical method)
e.g. on a shelf or in a file drawer or electronically on computerized devices and media.

6. What is Records Retrieval?
The systematic process of finding and removing records from a storage area.

7. RIMS
Manage, Track
& Secure Your files
Records Storage

8. What type of records will you store?
USEFUL RECORDS
IMPORTANT RECORDS
VITAL RECORDS

9. A storage method is………..
.. a systematic way of storing records according to
Alphabetic
Numeric
Subject
Geographic or
Chronologic plan

10. ALPHABETICAL SYSTEM
The Alphabetic System is the foundation of all storage filing methods arranged by words or letters of the alphabet.
These often take on the procedures to filing including inspecting, indexing, coding, sorting and filing.

11. Indexing
Inspecting
This is the process of deciding the name or heading under which the document is to be filed. Some common rules for indexing on a unit-by-unit basis are observed including personal names are transposed, nothing comes before something, names with prefixes where punctuations are disregarded etc.
When a document is checked for readiness it should bear a release mark of either a stamp or initial in the upper right corner. This determines under what name or caption the paper is to be filed.

12. Coding
The name, number or subject under which the correspondence is to be filed is underlined or circled.
Sometimes a cross-reference may be necessary as the item could be placed under several headings.  Here colour-coding converts the number or alphabets to speed up the filing process and eliminates the use of index cards.

13. Sorting
Filing
Documents are placed in the relevant folders and their respective storage areas.
All correspondence is placed in alphabetical or numerical order according to the names or headings that have been underlined or circled.

14. Numerical System
With numerical filing methods, each name, document or folder is given a number in exact numerical sequence. Index cards are required to connect names to numbers.

15. Subject Folders
Subject System
This system is used for filing general correspondences placed in alphabetical order using primary guides.

16. Geographic System
Correspondences are classified according to location that is country, county, parish and town etcetera. Papers are place according to their place of origination or destination.

17. Chronologic System
Documents are filed according to their dates in a numerical order. It uses alpha, subject, numeric and geographic methods with the most recent on top.

18. RECORDS RETREIVAL PROCEDURES
RIMS
Manage, Track
& Secure Your files
RECORDS RETREIVAL PROCEDURES

19. Records Retrieval Process
Record Request
Store Record
Refer to Index
Records Retrieval Process
Record Search
Receive Record
Retrieve Record
Follow-up
Records must be retrieved by following standard procedures.
The same process that is used to retrieve manual records is also used for electronic and image records.
Remove Record
Record to Requester
Charge-out Record

20. How can Records be retrieved?
Records can be retrieved in THREE ways:
Manually
Mechanically
Electronically

21. How are records requested?
Orally
Face to face,
telephone,
intercom,
messenger
In writing
fax, ,
memo,
letter,
special form

22. Effective records control
Who took the record?
What records are out of storage?
When were the records taken?
How long will the records be out of storage?
Where will the records be re-filed when they are returned to storage?

23. Requisition Procedures
Requisition Form
On-call (wanted) Form
Confidential Request

24. Charge-out Procedures1
OUT INDICATORS 2
CARRIER FOLDERS 3
CHARGE OUT LOGS

25. Follow-up Procedures
Some factors that affect the length of time for which records are borrowed:
The type of business
The number of requests received for the record
The use of a copying machine
The value of the records
Reduces lost files
Reduces misfiled records

26. Charge-out Log What record was taken? When the record was taken?
Who took the record? (name, extension number, address)
Date due for returning the record
Date returned
Date overdue notice was sent
Extended date due

27. Electronic Records Management

28. STORAGE EQUIPMENT AND SUPPLIES
RIMS
Manage, Track
& Secure Your files
STORAGE EQUIPMENT AND SUPPLIES

29. Need to know:
What type of equipment and supplies are used most in the office?
What is the specific vocabulary for RIM equipment and supplies?

30. Selection Criteria for Equipment
Storage and retrieval requirements
Space requirements
Security requirements
Equipment costs
Operation costs
Number of persons regularly accessing records
Physical characteristics of records

31. Selection Criteria for Supplies
Equipment compatibility
Efficiency
Quality
Economy

32. Vertical File cabinets
Lateral File cabinet

33. Shelf Files

34. Box files

35. Folders

36. File fasteners
Treasury Tags
Optical Disc in sheet protector
File out tray

37. Suspension files
Index Cards File
Rotary card index

38. MANAGEMENT OF ACTIVE RECORDS
RIMS
Manage, Track
& Secure Your files
MANAGEMENT OF ACTIVE RECORDS

39. Active Records Document or Record Undergoes Processing
Referred to frequently (at least once per month)
Also called current records

40. Active Records Storage
Active records should be stored in a close location to persons who need to access the information.

41. Active Records users Who are the potential users of Active Records?
No specific user
Anyone who needs this record and has the authorization to view and use it

42. TYPES OF STORAGE SYSTEMS
Centralized
Decentralized
Combination

43. CENTRALIZED STORAGE Advantages keeps related records together
minimizes duplicate records
provides one-stop retrieval of records
Provides better utilization of space, equipment and personnel
Disadvantages
inconvenience to the department

44. DECENTRALIZED STORAGE
Advantages
Disadvantages
allows managers to retain control over records
immediate access by managers to their own records
all related records are not kept together
maximum equipment utilization
duplicate records are encouraged

45. COMBINATION STORAGE SYSTEM
Advantages
minimizes misfiles and lost records
better cost efficiency
Minimizes duplicate records

46. What about files that are not active?

47. FILE MAINTENANCE AND ACCESS
RIMS
Manage, Track
& Secure Your files
FILE MAINTENANCE AND ACCESS

48. FILE MAINTENANCE
Avoid overcrowding. Purge files according to a schedule to be able to find needed items quicker. This will save on storage.
Labels should be uniformed, current, clearly visible and quick to identify.

49. FILE MAINTENANCE CONTINUED
Insert paper records facing forward and consistently insert new papers into the front.
Arrange documents chronologically making sure to always alphabetize and cross-reference for the obvious reason of saving time looking for a file.

50. ACCESSING FILES
Persons accessing files should have knowledge of the record system.
There must be established procedures for requisitioning and charging out records.
Files should be clearly identified with any material which they consider confidential.

51. ACCESSING FILES CONTINUED
Provide a back-up for separate non-confidential version.
In legal reasons, keep a concise description of each piece of deleted information.

52. Wake up the presentation is over!