the office procedures and technology chapter 10 managing records copyright© 2007...
TRANSCRIPT
The OfficeProcedures and Technology
Chapter 10
Managing Records
Copyright© 2007 Thomson/South-Western
Slide 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
Slide 3
Preparing Records for Storage
Topic 10-1 Managing Paper Records
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
Slide 4
Coded Record
Topic 10-1 Managing Paper Records
The name on this outgoing letter has been indexed and coded for filing
The name on this outgoing letter has been indexed and coded for filing
Slide 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
Slide 6
Cross-Referencing Records
Topic 10-1 Managing Paper Records
This incoming letter has been coded and marked for a cross-reference
This incoming letter has been coded and marked for a cross-reference
Slide 7
Cross-Referencing Records
Topic 10-1 Managing Paper Records
A cross-reference sheet indicates where the letter is filed
A cross-reference sheet indicates where the letter is filed
Slide 8
Cross-Reference Guides
Topic 10-1 Managing Paper Records
Used when a permanent cross-reference is needed
Examples A business changes its name A business name contains two or more personal
names
Slide 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
Slide 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
Slide 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
Slide 12
Storage Equipment
Topic 10-1 Managing Paper Records
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
Slide 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
Slide 14
Retrieving Paper Records
Topic 10-1 Managing Paper Records
This OUT guide is being used to replace a record for Spanish Village Apartments
This OUT guide is being used to replace a record for Spanish Village Apartments
Slide 15
Protecting Vital Records
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
Slide 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
Topic 10-1 Managing Paper Records
Reprographics: the process of making copies of graphic images, such as printed documents
Key Term
Slide 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
Slide 18
Storing on Magnetic/Optical Media
Paper records may be converted to electronic media
Magnetic and optical media are often used for secondary storage
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
Secondary storage: storage media or devices outside the internal memory of a computer system
Key Term
Slide 19
Storing Electronic Files
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
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
Slide 20
Storing Electronic Files
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
This directory shows folders (also called subdirectories) and individual files
This directory shows folders (also called subdirectories) and individual files
Slide 21
Storing Tapes and Disks
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
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
Slide 22
Electronic Database
Collection of records accessible by computer
Can search thousands of records in a few seconds
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
An electronic database may be accessible to many employees via a computer network
An electronic database may be accessible to many employees via a computer network
Slide 23
Image Processing Systems
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
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
Slide 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
Slide 25
Retrieving Microfilm Records
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
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
Slide 26
Focus On …
Protecting Online Records
Topic 10-2 Managing Magnetic, Optical, and Microimaging Media
Damage to online records can result from various causes Employee error Theft Misuse by dishonest employees Computer viruses
Companies use methods to protect online records Data backup procedures Password procedures Firewalls Antivirus software Intrusion detection systems