Records Management Chapter 7

 

REPORTERS: ROZZ MAY CORTEZ  ANGELICA PA PAYTE

 

RECORDS MANAGEMENT The term

records management refers to the administrative function in any organization concerned with the creation, organization,

maintenance, use , retrieval, and disposition of maintenance, records By assuring that valuable records are preserved preserved and made available eff iciencyy within an Promotes economy and efficienc organisation 

Records are basically recorded information.

 

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Recordsan management involves involv es retain determining what records organization has to in in order to function 

How long those records have to be retained

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 Who in the the organization is responsible for which records records  Final disposition of those records Several Levels of Consultation by Records Analyst: 

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Extensive consulta ctheir onsultation tion with office off iceive staff, in order to determine the ir o own wn administrative administrat requirements requirements The analyst will refer to existing organizational policies and regulations, as well as government government statutes and regulations regul ations Existing records management systems at other organizations should be consulted

 

RECORDS INCLUDE 1. 2.

Traditional documentation. Minutes.

Directives. Forms. Correspondence. Organized into case and subject files.  Audiovisual records, records, including posters posters,, dealing with office functions and activities. activities. 8. Cartogra Cartographic, phic, architectural, and engineering records records produced by an organis organisation ation and all related indexes. 9. Individual personal folders. 10.  W  Working orking papers/files papers/files that contain unique information. 11.  Accoun  Accounts ts paid/received. paid/received.

3. 4. 5. 6. 7.

12. 13. 14. 15.

Research and Development. Databases that contain information on socioeconomic topics. Computer Output Microfilm (COM) documenting transactions, such as trade, education, health, and behavior. E-mail and attachments transmitted in conducting business.

 

NON-RECORDS INCLUDE 1. Extra copies of documentary materials maintained solely for convenience or reference 2. Library or museum materials m aterials preser preserved ved solely for reference or exhibition purposes 3. Stocks of publications and blank forms, but excluding the record set of publications 4. Drafts and worksheets 5. Routing slips, transmittal sheets, and envelopes 6. 7.

Duplicate copies of documents maintained in the official files Catalogs, trade journals, publications, and other reference materials

 

OBJECTIVES OF RECORDS MANAGEMENT 1. 2. 3. 4. 5. 6. 7. 8. 9.

To ensure that informatio information n is available when needed, where needed, in usable format. To prepare the historical m memory emory of the organization through the archival records. To control th thee creation and growth of records. To im improve prove produ productivi ctivity ty.. To assimilate new records management technolog technologies. ies. T reg regulatory ulatory compl compliance. To o ensure minimi minimize ze litigatio litigation n risks.iance. To safeguard vital inf information. ormation. To foster professional professionalism ism in operating tthe he business, busines s, agency organization.

10. To furnish accurate, ti timely mely and complete information inform ation for effici efficient ent

decision-m aking in the management and operation of the decision-making organization. 11. To provide inform information ation and records at the lowest possibl possiblee cost. 12. To render maximum service servi ce to the user of tthe he records. 13. To dispose of records no longer needed.

 

FEA FEATURES TURES OF RECORDS MANAGEMENT 1.

Creation and maintenance main tenance of records it is a concerned with creation of records, records, distribution of records, maintenance, maintenance, retention, preservation, retrieval, and disposal of records. records.

2.

records serves ser ves as an Information should be treated asand a source evidence, they are maintained properly they are retained carefully

 3.

Records are are the memory of an organisation written records are memory of the business which can be used in the future for taking decisions

4.

Manage records through their lifecycle refers to the stages through  which is passes including including creation, utilisation, storag storage, e, retrieval, and disposition

5.

Control function facilitates the evolution of techniques for the elimination of waste and errors

6.

The program should be continuous men may come and go but records are created and maintained maintaine d forever

 

ORGANISATIONAL RESPONSIBILITIES 1. 2. 3. 4. 5. 6. 7. 8. 9.

 Assign responsibility responsibility to one or more offices Integrate programs for record keeping requirements with other information resource management Issue directive establishing program objectives, responsibilities, and authorities Involve Records Managers in running and modifying the program Train organisational personnel  Writee retention  Writ retention schedules schedules to cover cover all records regardless of media Comply with regulations issued by federal, state, and local government, the courts andallother regulatory entities Periodically review record keeping requirements to make sure they are still necessary and being implemented  Annually remind employees employees of their responsibilities responsibilities , especially the penalties and consequences of unlawfully destroying or stealing records

 

EMPLOYEES RESPONSIBILITIES 1. 2.

Consider filing fil ing as impor important tant as any any of your duties Break the habit h abit of taking extra copy copy,, as it involves additional cost to make and keep

3.

File records according according to an established ffiling iling plan sso o that all employees can use them efficiently and separate personal materials material s from office off ice records Turn over all records when quitting, transferr transferring ing out, or otherwise oth erwise leaving the organisation. Records belong to the organisation and are not personal property 

4.

 

PRINCIPLES OF REC R ECORD ORD MANAGEMENT  JUSTIFICATION  JUSTIFICA TION

 VERIFICATION  VERIFICA TION

CLASSIFICATION

 AVAILABILITY OF  AV INFORMATION

 

1.  Justification the purpose for which records are kept

should be justifiable justifi able 2.  V  Verification erification a record record should be capable of  verification in case of need. If verification possible, possibl e, iitt has no value as evidence ccourt ourt is not  3. Classification records should be properly classif classified ied for use and is a form of analysis of tthe he record facts 4.  A  Availability vailability of Information the information desired should be available when needed

 

ESSENTIALS OF RECORD MANAGEMENT SYSTEM

SIMPLICIT Y

ACCURACY

ECONOMY  

USEFULNESS

 

1.

Simplicity fitting the requirements and not exceeding them them in such manner manner as to facilitate comprehension 2.  Accu  Accuracy racy preventing and avoiding errors and enabling enablin g proof of work by simple processes like addition and subtraction little time, energy, energy, and mater material ial  3. Economy using as little as possible to achieve the desired results resul ts 4. Usefulness securing the facts needed for effective management in time t ime to be of use use to the management, and avoiding the collection of details detail s not needed or used.

 

BENEFITS OF RECORDS MANAGEMENT   

ECONOMY EFFICIENCY LEGAL PROTECTION

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STATUTORY REQUIREMENTS Records Appraisal and Permanent Records  

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Careful analysis of records to determine if they merit continued maintenance Permanent records are those having sufficient historical and other values to  warrant continued preservation preservation beyond beyond the time time they are needed

Only 5% of all records are considered to be permanent Examples:  Computerized data   Aerial and other photographs photographs  Policy, directives, organization, and functions  Technical and research data

 

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FILING one of main business functions, the systematic and arrangement ofthe keeping correspondence records which enable quick reference whenever needed in the future. Objectives Objectiv es of Filing records, protects letters and documents documen ts 1. It keeps the records, 2. It makes fast fas t records easily acc accessibl essiblee 3. It provides provides suitable suitable storage function 4. Proper filing fi ling leads l eads to economy economy and space 5. It enhances the image of the t he office considerably 6. It is less expensive expens ive and consumers less time tim e to take out the records

 

PRINCIPLES OF FILING 1. 2.

Simplicity  Suitability

3. 4. 5. 6.

 Adaptability Economy Protection Less space

7. 8. 9. 10.

 Accessibility  Accessibility Cross reference refe rence Coordination and control Flexibility 

 

PLANNING OF FILING SYSTEM 1. Plan the protection or safety of the files 2. The room where the files are to be kept, must be at the central place, pl ace, so that documents are easily accessibl accessiblee 3. The purpose for which which a file is to be mainta maintained ined mu must st be reasonable 4. Prepare a list of files to be maintained 5. Decide the storage period of each file f ile or document 6. Decide on the system system of classification classif ication of files and their

arrangement 7. Finalise whether the system should be centralised centralised or decentralised

 

CENTRALISED AND DECENTRALISED FILING SYSTEM 

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Filing system may be organised centr centrally ally or departmentally depart mentally it is the management management that decides whether whether the system system must be centr centralised alised or decentralised decentralised Departmental filing f iling system the departmental files f iles are kept in the department itself Cent Central ralised ised filing syst systored stem em f ilescentral files of theplace whole concern concern (all departments) depa rtments) are a re stor edthe at the

 

MERITS OF CENTRALISED FILING SYSTEM 1. 2. 3. 4. 5. 6. 7. 8.

It is put under the ccontrol ontrol of specialists spec ialists and this facilitates fac ilitates more efficiency Space available is used economically There will be an effective control over them There will be no duplication of filing f iling equipment and work There is no uniform standard to file the papers to take them out. This enables speedy location of documents People, who do the same work again and again become specialist speci alist in their work. This adds to greater eff efficiency iciency.. Papers will be b e filed on the same day The location of missing ffiles iles or papers is easily known by the proper use of indicator

 

DEMERITS OF CENTRALISED FILING SYSTEM

2. 3.

 When a departmental departmental head is in urgent urgent need of any any let letter ter,, it will will not reach him in time because of the long procedure Much time is consumed if the filing department is located in distant rooms Rigid rules are there in giving and returning files. The rules become more

4.

important than the dealings Secrecy cannot be maintained

1.

MERITS OF DECENTRALISED FILING SYSTEM 1. 2. 3. 4. 5.

Suitable, simple and easy methods can be adopted according to the convenience of the department The files are easily and quickly available Quick availability of file facilitates more efficiency Secrecy can be maintained Receiving clerk will file the letters without mistakes , because he has to deal  with a few letters only

 

DEMERITS OF DECENTRALISED FILING SYSTEM 1. 2. 3. 4. 5.

In one organisation, in different departments, different methods method s of filing fili ng will be followed. As such no standard system will prevail The filing fili ng assistant has many activities; he cannot become a specialist in filing system Interdepartmen Inter departmentt transfer of assistants will fail to understand the filing fil ing system of other departments If one document relates two or more departmens departmenst, t, there will be more diff iculty in fili difficulty filing ng the document Filing will be b e done at the cconvenience onvenience of assistants who have many other jobs to do along with the filing. As such they may misplace the letter or keep them in other oth er registers or leave them unnoticed

 

METHODS OF FILING 

1.

TRADITIONAL METHODS Pigeon-hole method a cupboard is divided into a number of tiny compartments is allotted to letter alphabetically.

2.  3.

Box file generally cardboard boxes are used for filing papers Press copybook all outgoing letters are copied out in a book, either geographical or alphabetical order

4.

Metal holders the correspondence papers are filed together by metal holders or pasted in bound boxes boxes in order

5.

Lever arch file Consists of stout arch shaped wire loops, which pass through the holes punched in the margin of letters

 

TRADITIONAL METHODS OF FILING

PIGEON HOLE METHOD

BOX BOX FILE

PRESS COPY BOOK LEVEL ARCH FILE METAL METAL HOLDERS

 

MODERN METHODS OF FILING

 VERTICAL  VERT ICAL FILING FILING HORIZONTAL FILING FOLDERS

FLAT FILES

CABINETS SUSPENSION FILING

 ARCH LEVEL LEVEL FILES FILES LATERAL FILING CARD FILING

 

HORIZONTAL FILING

FLAT FILES

 ARCH LEVEL F FILES ILES

VERTICAL FILING

FOLDERS

CABINETS

SUSPENSION FILING

LATERAL FILING

CARD FILING

 

1.

Horizontal filing this system is used where the documents to be filed are

larger other in size, papers lie in a horizontal position, and one on the top of the MERITS 1. 2. 3.

The required file can be traced easily without disturbing other files. Therefore, there is no risk of papers being misplaced or lost. Letters are fixed in the files. Letters will not be lost or get mixed up with others even if the files fall down. Chronological order of arrangement in the file facilities to locate the rquired paper easily

DEMERITS 1.

Since the letters le tters are placed one over the other, it is not easy to ta take ke out a particular

2. 3. 4. 5.

letter. The system is inelastic The particulars relating to date must be known to trace a letter To take out partic particular ular letter, all the top papers pap ers have to be removed Generally, file must be carried to refer a single letter and this is conv convenient enient

 

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 Vertical  V ertical or upright filing letters under this system are placed vertically or

in an upright position, generally followed by almost in al the concerns. This system requires a cabinet with deep drawers , folders etc. MERITS 1.

Under the system, letters are placed in files, files are housed in drawers, and drawers are pulled into i nto the cabinets

2. 3. 4. 5. 6.

Location of papers are easily made out There is economy in respect of spaced used Letters are removed and inserted very easily This system of filing fili ng is elastic; folders can be increased or decreased There is economy in respect of expenses as folders are cheap

7. This method can be adopted irrespective of the system of filing f iling 8. Files are easily accessible and can be referred to, and the papers can be removed on

inserted without wastage of time

DEMERITS 1.

There is a possibility of folders slipping down the drawers

2.

Comparing to visible card card filing f iling and rotary card filing, f iling, vertical filing is not fast. Henc Hencee delay is indispensible.

 

COMPARISON COMP ARISON BETWEEN BETWEEN VE VERTICAL RTICAL AND HORIZONTAL FILING  VERTICAL FILING

HORIZONTAL HORIZONTAL FILING

Large documents cannot be filed.

It is suitable for any type of documents.

Lette Let terr is kept kept in a vertica erticall posi positio tion. n.

Letter Letter is kept kept in horizo horizonta ntall posi positio tion. n.

The system system accommodates accommodates greater

Comparatively Comparativ ely,, under this system

f lexibility and adaptability. adaptability.

there little flexibility or adaptability.

In this system system the upper edges edges of files can easily be seen without shuffling.

Letter have to be shuffled.

 

CLASSIFICATION OF FILES  Alphabetical classification letters are are filed in the alphabetical order of the names of parties most commonly followed followed of all. The first set of files may contain the papers of customers whose names begin with A in another file and so on.  Advantages  Advantag es 1. Training is not needed for the clerks to perform the filing 2. It is easy and convenient to group papers by names of persons, firms, products, etc 3. Direct filing is possible without the help of an index, if it is self-ind self-index ex 4. Files can be located immediately 5. Number of files file s can be reduced or introduced without disturbing the classification classificati on Disadvantages 1. Mistakes creep under common names, i.e., when there are several persons having the 2.

same name Number of files file s can be reduced or introduced without disturbing the classification classificati on

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Numerical classification a number is allotted to each customer and the same number is put on all the papers or documents relating to transactions with him. The filed is also numbered and the papers are filed on the basis of numbers. Decimal system may be used e.g., 21.1 denotes one person; 21.2 denotes another and so on.

 

 Advantages  Advant ages 1. 2. 3. 4. 5.

 Accuracy in filing system is greater greater Reference is made by numbers Expansion facilities are there It is simple to understand It files are misplaced, it can be noticed promptly

6. It is easy to operate; numbered files cam easily be located and arranged serially

in comparison to alphabetical index Disadvantages 1. More time is required to locate file. One has to refer index and then search for the files 2. Transposition of figures causes misfiling The Alphabetical-Numerical or Alpha-Numerical classification

This system is very popular. It has the advantages of both the systems. It has the combination of the alphabetical system and numerical system each letter or sub-letter is given its own number and an index card is placed behind the guide card for each alphabetica alphab etical l section. A\1 \1 and the second folder will bear A\2 and so on. The first folder will bear the number A

 

 Advantages  Advantages 1. This classification facilitates a quick reference 2. This system is commonly used in banks, libraries, and Road Transport Offices (RTO’s) 3. This classification can very well be expanded understa nd 4. It is simple to understand Disadvantages 1. The speed of the operation may get reduced in large organisation 2. The system may become extra complicated in large organisations

Geographical Geographic al classification arrangement of countries, towns, other areas in an alphabe tical order. alphabetical order. It is convenient to use the geographic geographical al system for major groupings and then introduction of alphabetical order. The area which the activities of a firm are spread may be divided in to a number of regions and the papers are filed on the basis of locality.  Advantages  Advantag es 1. Statistical data can be collected easily 2. It is simple to operate Disadvantages 1. Geographical location must be known known own 2.  Address of the persons must be kn 3. Clerks must be trained 4. Index is required

 

Subject-wise classification records are filed according to the nature of their subjects or contents. This system can be profitably by a concern which may classify correspondence into well-defined groups. There may be order file, invoice file, complaint file etc  Advantages  Advantag es 1. This system is adopted by professional firms like engineers, architects, and purchasing officers as it is most convenient to file correspondence under contract

2. There is convenience of reference as subjects can be sub-divided into different groups Disadvantages eferences es ar aree required required frequently this method may consume valuable 1.  Wherever cross rreferenc

time 2. The system will become expensive wherever index is required

 

FILING CABINETS 

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 Vertical cabinets  Vertical cabinets cabinets are fitted with drawers, which can be obtained to accommodate fullscap, A4 or A5 size documents Lateral cabinets cabinet requires a floor area of approximately a square meter including space to open drawers and for the operator to stand Multipurpose cabinets can be obtained to provide various kinds of file

storage in one cabinet like card trays, suspension trails etc Roundabout shelves a great saving of space is achieved by storing lever arch files on circular revolving shelves which can take up to 100 files in five tiers Plan cabinets maps, plans, and drawings may be filed flat f lat in cabinets containing shallow drawers. Rotary cabinets electrically operated rotary filing cabinets consist of trays containing cards or brackets holding files suspended round a drum Mobile cabinets innovatio innovation n giving giving maximum utilisation of space a series of lateral filing cabinets set on wheels stand on metal tracks

 

FILING CABINETS  VERTICAL  VER TICAL

LATER LATERAL AL

ROUNDABOUT ROUND ABOUT SHEL SHELVES VES PLAN CABINETS

MULTIPUR MULTIPURPOSE POSE

ROT ROTARY

MOBILE

 

TYPES OF FILES FOLDERS MANILA FOLDERS

 WALLET  W ALLET FOLDERS FOLDERS

RING BINDERS

LEVER ARCH FILES

BOX FILES

CONCERTINA FILES

SUSPENSION FILING

RANDOM ACCESS FILES

 

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Manila folders – various types of folders are available including squarecut squarecut (both sides are equal), edge cut (the front side slightly narrower that the back leaving an edge on which to insert the identification) and tabbed (with protruding tabs stepped stepped across a series of five f ive folders).  Wallet  W allet folders – when documents are too bulky bulky for for a folder they may may be placed in an envelope or a wallet folder made of card. The sides and bottom of the folder extend to approximately 25 mm but there is no means of securing the documents. Ring binders – are available in many different sizes. They normally have hard covers and two or more rings (attached to the inside of the spine) which open to allow the insertion and extraction of document. Level arch files- are hard covers which contain metal arches opened and

closed by operating the lever. As each file can accommodate a large number of documents (up to 500 or so depending on the thickness of the paper), it is suitable for documents as delivery notes, invoices and goods received notes. Box files- have a lid, sometimes with a strap fastening, and many have sprint clip inside to hold the documents firmly in place. Box files are ideal for bilky  documents such as catalogues, insurance policies or manuals.

 

TYPES OF FILE FOLDERS MANILA MANIL A FOLDERS

LEVEL ARCH FILES

WALLET FOLDERS

BOX FILES

RING BINDERS

CONCERT CONCERTINA INA FILES

 

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Concertina files- these files are made of card and contain a number of separate pockets, being f lexible in capacity by reason of the concertina-like concertina-like gussets at each

side of the file. Suspension filling- for ease of storage and retrieval, suspension filing is ideal. Kraft file “pockets” with metal bars fitted across the top and protruding at the ends rest on a rectangular metal frame fitted into a standard filing cabinet drawer or in a lateral filing cupboard.

Suspension filing equipment is also available for plans drawings and computer printout. The documents documen ts are clipped into “hangers” “han gers” which are easy to insert on and remove from specially designed rails. Random access file- electronics have now been applied in filing, in the form of random access card-opaque, aperture, microfilm jackets or transparent envelopes containing ,microfiche are edge punched to indicate a letter code. Random access filing has many applications including hospital records, insurance records, intelligence, documentation, inventory control and personnel records.

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SUSPENSION FILING

RANDOM AC ACCESS CESS FILES

 

FILLING EQUIPMENT -Filling equipment have an effect on efficiency of a filing system, but a bad filing system will be just as bad whether it is housed in an expensive steel cabinet, or in a cardboard box.

CHOICE OF EQUIPMENT

1. 2.

Th Thee nu numb mber er and and si size ze of tthe he re reccords ords inv invol olvved ed.. The The ffre reque quency ncy of rrefe efere renc ncee (th (this is wi will ll be re relat lated ed to spe speed ed of reference). 3. Th Thee sspe peed ed wit with hw whic hich h do docum cumen ents ts h haave to be re retri triev eved ed.. 4. The degr degree ee of pro prote tection ction req requir uired ed fr from om dust dust,, fire and wa water ter (this will depend on the importance of the records). 5. Pr Prev even enti tion on of tthe heft ft or frau fraud. d. 6. Wh Wheth ether er sig signa nals ls wi will ll need need tto o be use used dw with ith the sy syst stem. em. 7. Appe Appear aran ance ce of the equ equip ipmen mentt aass a piece piece of fur furni nitur ture. e. 8. Qua Quality lity of w work orkmans manship hip,, w which hich will ensu ensure re the long life and trouble free use of the equipment.

 

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 ANCILLARY EQUIPMENT EQUIPMENT

Special available in wood, metal, plastic that are used to facilitate filing sectionsdevices are known as ancillary equipment's. 1. TRAYS- it is an essential that documents awaiting filing should be temporarily

stored in trays, which are available in wood, wood, metal, meta l, plastic, or wire mesh. 2. SORTERS- to facilitate preliminary sorting prior to filing, there are special

devices available. A rack of pigeon-holes marked with letters, numbers or dates is a cheap.  3. TRANSFER FILES- There comes a time with every filing system when the equipment will not accommodate any more folders, however tightly packed , and/or there is a vast amount of dead material ma terial which needs to be cleared out. STOOL- where a great volume 4. FILLING SHELF AND STOOLvolume of filing is involv involved ed it can be a laborious job, especially when it comes to filing in the lower drawers of cabinets. cabin ets. There are two simple but useful adjuncts which hooks on to the handle of a drawer, and speeds up filing by bringing material to be filed within easy reach.

 

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ELECTRONIC RECORDS

70,000 mainframes, 135 million PC’s worldwide can be in text, data or imaging stored on magnetic tapes or optical disk. It is vital that organization properly manage electronic media since the creation and accumulation of these records continues to grow at a rapid rapid rate. rate . ELECTRONIC RECORDS INCLUDE STORAGE MEDIA  

Hard disk Diskettes Magnetic tapes Optical disks IMAGING OPTIONS   

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Micrographics (microfilm or microfiche) Digital scanning for magnetic storage. Optical media, usually optical disk.

 

 ADV  AD VANTAGE ANTAGES S OF ELE ELECTR CTRONIC ONIC IMA IMAGING GING SY SYSTEMS STEMS 1. Potential to provide better and faster service. service. 2. Potential to achieve increase in staff productivity productivity.. 3. Capability of near instan instantt access access to documents from

multiple locations. 4. Potential for high volumes volumes of iinformation nformation online in high density storage (2 gigabyte disk can hold 400,000 pages of documents). 5. operations Potential oforsaving lotexpensive of money disaster. and improve createa an

 

DISADVANTAGES DISADVANTA GES OF ELECTRONIC IMAGING SYSTEMS 1. Lack of standardization within the industry 

Retrieval time is sl Retrieval slow ower er compa compared red to magnetic med media,which ia,which is 5-10 times faster. 3. There is no clear track record on legal admissibility of documents stored on optical disk, but microfilmed images are accepted virtually in all judicial matters. 4.  W  Wee cannot be sure of the disks iintegrity ntegrity ove overr time, when microfilm  will last up tto o 5500 00 yyears. ears.  ADV  AD VANT ANTAG AGES ES O OF F CO CONVER NVERTING TING P PAPER APER REC RECORDS ORDS TO MICR MICROFILM OFILM 1. Reduced retrieval time: faster and more convenient than paper 2.

files. Reduced space: may reduce space 90-98% when compared to paper.  3. File continuity: records are locked in place, guarding against misfiling, alteration, or loss. 4. File integrity: retrieval and reproduction of a document can be done  without the chance of its being lost or mi misfiled. sfiled. 2.

 

5. Security: an original is stored off-si off-site te with a duplicate copy at the agency. 6. Reduced is labor costs: reduce sorting, filing and refiling paper records. 7. Legal recognition: federal legislation has provided for the admissibility of microfilm records as primary evidence in courts. ISSUES IN ELECTRONIC RECORDS MANAGEMENT 1. education/orientation. 2. Top management support. 3. Cost-benefit analysis. 4. 5. 6. 7. 8.

Technolog echnologyy compatibility for today and in the ffuture uture Standards. Data life. Costs (initial vs. true long-term costs) Legality outputs acceptable in the courts.

 

MANAGEMENT OF ELECTRONIC RECORDS 1. Inventory electronic records systems. 2. Preparation and implementation of retention schedule. 3. Identifi Identification cation and protection of vital recor records. ds. 4. Selecti Selection on of appropriate m media edia for proper stor storage, age,

cars and handling procedures.

 

ELECTRONIC ELECTRO NIC MAIL MAIL Regulations of governing E-mail Public record laws apply to records created or received on e-mail systems, just as it applies to records records created on other formats. INDEXING -An index index is anything that indicates or points out, and modern indexes indexes serve many other purposes. Their prime

function torecords. act as a. guide to a body of data or collectionisof records -Indexing is the process of determining the name, subject, subje ct, or other caption under which the document documentss are to be filed.

 

TYPES OF INDEX  PAGE INDEX 

LOOSE OR  VERTICAL CARD INDEX 

 VISIBLE CARD CARD INDEX 

STRIP INDEX 

ROTARY INDEX 

 

1. 

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PAGE INDEX

 A page page index consist of a page or pages for each let letter ter of the alphabet, fitted with a tab showing the letter. letter. On each page are written the names beginning with letter and quoting the relevant reference, usually usu ally a number. This is the type of index inde x at index commonly for things as minutes and is comparable to the the back used of thi this s book.

THE DISADVANTAGE OF A PAGE INDEX MAYBE THAT:   

The names are entered on each page in the order in which they occur Names need to be b e deleted as they cease to be interest There may not be sufficient suffi cient space to add all new names, which m may ay mean the constant rewriting of the index.

 

VOWEL INDEX 

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This is modified form of the book index. This facilities quick reference , as the book is modified by vowel classification. In Vowel Vowel Index System , the sections of the index book reserved rese rved for each letter of alphabet are divided into six sub-sections which are reserved for the vowels.

2. LOOSE OR VERTICAL CARD INDEX  

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The loose loos e or vvertical ertical ca card rd index overcomes the disadvantages of the page index. Small cards containing the relevant data, usually with identification identific ation reference data along the top, are filed fil ed vertically .

 

3.

Visible Card index 

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The principle of all kinds of visible visibl e card index is that the cards overlap, so that one line of entry on each card projects and is visible , thus forming a one- line inde index. x. This principle has been applied to card indexes and loose – leaf ledgers.

4. Strips index 

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In every type of office off ice , whatever the organization, llist ist names or number numberss are needed . For the provision of sim simple ple online data such as telephone numbers, account numbers and addresses.

 

5. Rotary index 

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The rotary orThis wheel indemay index x is abe fairly recent primarily ily at saving space. wheel vertical or development horizontal. aimed primar The rotary index may also be in a form of dru drum. m. Cards are placed in slots  which lie in verti vertical cal rrows ows all ar around ound tthe he drums.

SIGNALLING 

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 A great advan advantage tagess of visible index indexes es is that various control feature featuress can be introduced by the use of signals sig nals on the exposed edges of the records. The usual object ob ject of signals si gnals is to dra draw w attention to certain facts recorded on the cards.

 

THAN TH ANK KY YOU OU 