CRM Prep Workshop

Part 3

Records Systems, Storage and Retrieval

Part 3 – Records Systems, Storage and Retrieval

• Basic Concepts

• Filing Systems

• Information Retrieval

• Active Filing Systems

• Active File Facilitates

Part 3 – Records Systems, Storage and Retrieval

• Active Files Operations

• Records Centers Operated by the Organization

• Commercial Records Centers

• Special Storage Requirements

• File Conversions

Basic Concepts

• Assessing information needs

• Controlling volume of information

• Information retrieval

• Classifying information

Basic Concepts

• Media selection

• Basic file groups

• Rules of alphabetic order

Filing Systems

• Alphabetic– When and why should an alphabetic arrangement be

used

• Numeric– What are the purposes

• Alphanumeric– Know the difference between alphanumeric and

phonetic coding

• Subject– Various subject arrangements – dictionary and

encyclopedia

Information Retrieval

• Definition and objectives– What are the theories?– How can equipment affect efficiency in retrieval?

• Indexing– Know the functions of an index

• Computer-Assisted Retrieval– Understand the capabilities and applications for

various RIM software

Active File Systems

• Definition and objectives– Active records are records that are referred to

frequently• Design and planning

– What is the criteria and design for active filing system• Uniformity

– What is the importance of uniformity in active filing systems and plans?

Active File Systems

• Location– Location, location, location…

• Filing manual– What are the components of file operations

manuals and file users’ manuals• Microfilm-based active systems

– What are the advantages and disadvantages of implementing a microfilm system in and active environment?

• Electronic-based active systems– What are the advantages and disadvantages of

implementing an electronic-records system?

Active File Facilities

• Building design considerations– Understand the need for planning

• File Equipment– Be familiar with the multiple types of filing

equipment

• Supplies– Know what supplies are available to support

the filing system

• Shredders/balers– Understand the key features of shredders and

balers

Active Files Operations• Functions and objectives

– Maintenance and retrieval functions• File/document control

– Identify the controls for retrieval and enhancement for active file storage

• Access restrictions and control– Understand the requirements for privacy and security of

the active file system

• Filing procedures– Consistency is the key to successful active file system

• Review and maintenance– Assure ongoing control and management for active file

systems

Records Centers Operated by the Organization

• Functions and objectives– Know the value of record centers in storage of semi-active and

inactive records

• Records center facilities– Understand the advantages of offsite vs. on-site records centers

• Building design and consideration– Be familiar with facility requirements and building code

• Shelving– Familiarize yourself with the most common type shelving

systems

• Storage containers– Know the specifications for standard record containers

Records Centers Operated by the Organization

• Materials handling equipment– Know what handling equipment best fits the job

• Managing the records center– Know what planning, staffing, and procedures are required to

manage a records center

• Operating the records center– Be familiar with polices and procedures to operate a facility

• Business continuity– Understand the value of a of a disaster recovery plan

• Review and evaluation– Know how to develop management control systems and

reporting tools

Commercial Records Centers

• Vendor evaluation– Service costs, contract provisions and

accessibility

• Contract considerations– Evaluate services vs. cost

• Commercial facility use– Responsibilities of the vendor and the user

Special Storage Requirements

• Media– Microforms– Electronic– Other

• Non-standard size items

File Conversions

• Media conversions– Planning and implementing media

conversions

• Paper filing conversions– Planning and implementing storage

conversion projects

• Electronic filing system conversion– Planning and implementing conversion of

automated filing systems to other systems