baim_ch06
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RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 6
Slide 1
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 6
Slide 2
Alphabetic Records Management
Alphabetic Records Management—a method of storing and arranging records according to letters of the alphabet
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 6
Slide 3
Terms
Records management—the systematic control of all records from their creation, or receipt, through their processing, distribution, organization, storage, and retrieval to their ultimate disposition
Storage—placement of records, on a shelf, or in a file drawer
Continued on next slide
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Slide 4
Terms
Storage method—a systematic way of storing records according to an alphabetic, subject, numeric, geographic, or chronologic plan
Storage procedures—a series of steps for the orderly arrangement of records as required by a specific storage method or system
Continued from previous slide
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Slide 5
Storage Equipment
Storage equipment commonly used for paper records Vertical file cabinets Lateral file cabinets Shelf files Mobile shelving
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Slide 6
Storage Capacity
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Slide 7
Comparison of Floor Space (does not include aisle space)
Vertical file Lateral file Shelf files
Floor space 2.9 sq. ft 4.5 sq. ft. 3 sq. ft.
Drawer-pull space 2.0 sq. ft 1.0 sq. ft. 0 sq. ft.
Total 4.9 sq ft. 5.5 sq. ft. 3 sq. ft.
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Slide 8
Storage Supplies
Supplies commonly used for paper records Guides Folders OUT indicators Labels Sorters
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Slide 9
Guides
A guide is a rigid divider used to identify a section in a file an to facilitate reference to a particular location. Primary guide identifies a main file section Special guide identifies an individual,
company, or subject
Continued on next slide
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Slide 10
Examples of Guides
Continued from previous slide
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Slide 11
Folder
Folders are containers used to hold and protect records. A general folder holds records to and
from correspondents with a small volume of records.
A individual folder holds records for an individual correspondent.
A special folder follows a special guide.
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Slide 12
Folder Cuts and Tab Positions
File Drawer
Open-Shelf Files
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Slide 13
OUT Indicator
Control device showing the location of borrowed records OUT guide or sheet replaces a borrowed
record OUT folder replaces a borrowed folder
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Slide 14
Storage Supplies
Label—device containing the name of the contents of a folder, drawer, or container
Caption—a title, heading, or description of a record(s) printed on a label
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Slide 15
Selection Considerations
Type and volume of records Degree of required protection of
records Efficiency and ease of use of
equipment and systems Space considerations Cost
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CHAPTER 6
Slide 16
Alphabetic System Advantages
System does not require an index. All records for correspondent names that
begin with numbers written as digits are filed before all alphabetic names.
The alphabetic dictionary (A to Z) order of arrangement is simple to understand.
Storage is easy if standard procedures are followed.
Continued on next slide
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Slide 17
Alphabetic System Advantages
Misfiles are easily checked by examining alphabetic sequence.
The direct access feature can save time and, thus, reduce costs of operation.
Related records from one name, either a company or an individual, are grouped together.
Continued from previous slide
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Slide 18
Alphabetic System Disadvantages
Misfiling is prevalent if rules for alphabetic storage are not established and followed.
Similar names may cause confusion, especially when spellings are not precise.
Transposition of some letters of the alphabet is easy, causing filing sequence to be out of order.
Filing under the wrong name can result in lost records.
Continued on next slide
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Slide 19
Alphabetic System Disadvantages
Names on folders are seen instantly by anyone who happens to glance at an open storage container. Consequently, confidential or classified records are not secure.
Related records with different correspondent names are filed in more than one place.
Continued from previous slide
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Slide 20
Alphabetic System Design
Considerations Total volume of records to be stored Number of records in each alphabetic
section Expected activity (use) of the files Length of time records are to be kept Efficiency of the filing personnel Time and resources available for training
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Slide 21
Color
Color enhances the effectiveness of a records storage system Color coding is the use of color as an
identifying aid in a filing system Color accenting is the consistent use of
different colors for different supplies in the storage system
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Slide 22
Storage ProceduresInspect Check for release mark
Index Read content to determine filing segment
Code Mark filing units on record
Cross-Reference Indicate record location under alternate filing segments
Sort Arrange records alphabetically by filing segment
Store Place record in appropriate folder
Retrieve Locate record by filing segment
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Slide 23
Tips for Indexing
On incoming correspondence, the name for storage purposes is usually in the letterhead
On an outgoing letter, the most important name is usually in the letter address
When both the company and the name of the individual are shown, use the company name
On a personal letter, the writer’s name usually should be used for storage
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Slide 24
Coded Letter
Release Mark
Letterhead on incoming document coded for storage
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Slide 25
Tickler File
A date-sequenced file Provides reminders that specific action
must be taken on specific dates
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Slide 26
Misfiled and Lost Records
Result from improper indexing, coding, and storage of records
Often delay or affect the work of employees
Reduce an organization’s effectiveness in serving customers