Chapter 7: PART 2 records retrieval and transfer
records center
a low-cost centralized area for housing and servicing inactive records whose reference rates do not warrant their retention in a prime office space
Follow-up
a system for assuring the timely and proper return of materials charged out from a file
Charge-OUT Log
a written or electronic form filed by dates that records are due back in the inactive records center
A record is charged out to the borrower who is held responsible for
returning it to storage on an agreed upon date.
Records transfer
the act of changing the physical custody of records with or without change of legal title or moving them from one storage area to another
Supplies needed to charge-OUT:
1. OUT Indicators 2. Carrier folders to transport borrowed records from the original folder 3. A Charge-OUT log
records retrieval procedure is as follows:
1. recieve request for stored record and the requisition form is prepared 2. Check index for location 3. search, retrieve, and remove record 4. send record to requester 5. follow up borrowed record and receive record for re-storage 6. store record again, and remove OUT Indicator. update CHARGE-OUT log.
For Confidential records requests, some may be stamped with the words _____________ and will not often be released unless proper authorization.
Confidential, Classified, Secret, Vital, or Personal
How do bar codes or RFID tags help charge-OUT?
Folders and records may be rapidly checked by the RFID tags that simply just pass over them and are read by the reader. Many folders can be read at once, and lists of them display on a screen.
Records may be transfered to an archive for retention, or destroyed. _____________storage may be housed on-site or off-site. Off-site storage is a potentially secure location, remote from the primary location.
Inactive
What 3 main ways can records be retrieved?
Manually, Mechanically, and electronically
A requisition form may be prepared in duplicate to be used as an ___________.
OUT Indicator
How are records requested?
Orally(by phone or in person) or in writing
What is the rule for follow up of confidential records?
They must be returned to storage each night.
Charge-OUT
a control procedure to establish the current location of a record when it is not in the records center or central file, which can be a manual or automated system
Pick-list
a list containing specific records needed for a given program or project
Requisition
a written request for a record or information from a record.
On-call form or Wanted form
a written request for a record that is out of the file
What is on a charge out log?
date the record was taken, what record was taken, when it's due back, who took the record, the date it was returned, overdue notices and extended due date( if necessary).
A requisition is the _____step in the retrieval process
first
active records
frequently used records needed to perform current operations
Archives
records that are preserved because of their historical or continuing value; also the building or area where archival materials are stored
inactive records
records that do not have to be readily available but which must be kept for legal, fiscal, or historical purposes
Archive records
records that have continuing or historical value and are preserved permanently by an organization
When a borrowed record is returned to storage, the OUT form inserted while the record was gone must be
removed immediately and any charge-OUT information written on the form is crossed out.
Records disposition
the final destination of records after they have reached the end of their retention period
What factors affect the length that records can be borrowed?
type of business, number of requests received for the records, use of a copy machine, value of the records.
Why are records transferred?
when they are no longer used frequently and become inactive, and when retention dates are reached.
Retrieval and Re-storage cycle:
who took it, what was taken, when was it taken, when are the records to be re-filed and brought back to storage, and how long will the records be out of storage.