Records Management Chapter 7
records
E-mail, instant messages, job applications, Wiki and blog entries may all be considered ______________, depending on the content.
depending on their content
E-mail, instant, or text messages sent and/or received by an organization may be considered records or nonrecords
destruction date file
A Tickler file containing copies of forms completed when records are received in a records center and detailing when the records are scheduled to be destroyed is a _______________.
records inventory
A detailed listing of an organization's records that includes the types, locations, dates, volumes, equipment, classification system, and usage data
inactive records index
A list of all record in an inactive records storage center is an ________________.
index
A systematic guide for finding specific records within a larger body of information is an ____________.
requisition forms
A tickler file that contains _______________________ filed by dates that records are due back in an inactive records center is a charge-out and follow-up file.
periodic transfer method
Active records are transferred to inactive storage when using the ______________________ usually once a year.
archivist
An ______________ is an educated and trained to handle archival materials.
records retention program
Policies and procedures relating to what documents to keep, where to keep them and in what type of environment, and how low long to keep them are the basis of a ___________________________.
active, inactive, and archives
Records analysts define three groups of records according to the degree of record activity— ___________, __________, & ___________.
retention period
The __________________ is the time that records must be kept according to operational, legal, regulatory, and fiscal requirements.
inactive records storage
When records are no longer being requested on a regular basis and records storage space is limited, inactive records should be transferred to ________________.
official records
Wikis, blogs, podcasts, webinars, online forums, tweets, and social media sites such as Facebook® are some of the newer modes of electronic communication.
inactive
____________ records do not need to be readily available.
tickler file
a date-sequenced file by which matters pending are flagged for attention on the proper date
records series
a group of related records filed and used together as a unit and evaluated as a unit for retention purposes
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
archives
are the records created or received and accumulated by a person or an organization in the conduct of affairs and preserved because of their historical or continuing value.
On-call form
is used to request a record that is out of the file.
The categories of records values:
nonessential, useful, important, and vital.
follow-up
system for ensuring the timely and proper return of materials charged out from a file
records disposition
the final destination of records after they have reached the end of their retention period