Ch10 records management
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Transcript of Ch10 records management
RECORDS MANAGEMENTJudith Read and Mary Lea Ginn
Chapter 10Geographic Records Management
Copyright 2011 South-Western, Cengage Learning
Geographic Records Storage
• A system for storing and retrieving records by location • Examples of use• Organizations that operate in several locations• Scientific studies or collections• Property records• Tracking construction or maintenance activities
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Geographic Records Storage
• Advantages– Records for operations relating to a specific location are
filed together– Groups of related records are easily moved
• Disadvantages– The user must know the geographic location or consult
an index to find records– Guide and folder arrangements can be complex
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Geographic Records Arrangements
• Arrangements depend on several factors– The type of business– The way reference is made to records (city, state)– The geographic areas related to records
• Divisions move from major to minor units– Country name– State name– City name– Correspondent’s name
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Compass Terms
• Compass points used as part of a company name or subject
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Compass Terms, Scientific Records
• Compass points are treated as adjectives and placed after the names
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Dictionary Arrangement
• Records are arranged in alphabetic order • All types of entries (names, subjects, and
titles) are interfiled• Lettered guide plan
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Dictionary Arrangement
• Records are arranged in alphabetic order • All types of entries (names, subjects, and
titles) are interfiled• Location name guide plan
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Encyclopedic Arrangement
• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Lettered guide plan
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Encyclopedic Arrangement
• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Location name guide plan
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Geographic Records Indexes
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• Numeric file list• Alphabetic index• Master index
Storage and Retrieval Procedures
• Inspecting• Indexing• Coding
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Storage and Retrieval Procedures
• Cross-referencing– Names of organizations having more than one address– Organizations located at one address and doing business
under other names at other locations– A foreign country name in the foreign language
• Cross-reference sheet• Cross-reference guide
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• SEE ALSO cross-reference
Storage and Retrieval Procedures
• Sorting• Storing– Lettered guide plan– Location name guide plan
• Retrieving– Requisition– Charge-out– Follow-up
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