Records Management

by Read-Smith, Judith; Ginn, Mary Lea; Kallaus, Norman F.

• ISBN13: 9780538969314
• ISBN10: 0538969318
• Edition: 7th
• Format: Hardcover
• Copyright: 2001-01-01
• Publisher: Cengage Learning College

Table of Contents

PART 1 The Field of Records Management
Records Management in Review	2	(24)
Records: Classification and Use	3	(3)
Records Management History	6	(5)
Records Management Legislation	11	(3)
Records Management: A Key Organizational Function	14	(5)
Careers in Records Management	19	(2)
Summary	21	(1)
Important Terms	22	(1)
Review and Discussion	23	(1)
Applications	23	(3)
PART 2 Alphabetic Storage and Retrieval
Alphabetic Indexing Rules 1-5	26	(26)
Need for Alphabetic Order	26	(4)
Indexing Order of Units	30	(2)
Minor Words and Symbols in Business Names	32	(1)
Punctuation and Possessives	33	(2)
Single Letters and Abbreviations	35	(1)
Titles and Suffixes	36	(2)
Alphabetic Card Filing	38	(2)
Cross-Referencing	40	(7)
Summary	47	(1)
Important Terms	48	(1)
Review and Discussion	48	(1)
Applications	49	(2)
Applying the Rules	51	(1)
Alphabetic Indexing Rules 6-10	52	(22)
Prefixes-Articles and Particles	52	(1)
Numbers in Business Names	53	(2)
Organizations and Institutions	55	(2)
Identical Names	57	(2)
Government Names	59	(5)
Cross-References, Business Names (Continued)	64	(4)
Subjects Within Alphabetic Arrangement	68	(1)
Summary	69	(1)
Review and Discussion	70	(1)
Applications	71	(2)
Applying the Rules	73	(1)
Alphabetic Indexing Rules for Computer Applications	74	(15)
Using Databases	74	(4)
How Computers Sort Data	78	(2)
Applying Indexing Rules to Computer Applications	80	(3)
Electronic File Management	83	(2)
Summary	85	(1)
Important Terms	86	(1)
Review and Discussion	86	(1)
Applications	87	(1)
Applying the Rules	88	(1)
Alphabetic Records Management	89	(44)
Correspondence Records Storage	89	(2)
Records Storage Equipment and Supplies	91	(22)
Correspondence Storage Procedures	113	(15)
Summary	128	(1)
Important Terms	129	(1)
Review and Discussion	130	(1)
Applications	131	(1)
Applying the Rules	132	(1)
Records Retention, Retrieval, and Transfer	133	(29)
Records Retention	133	(6)
Records Retrieval	139	(8)
Records Transfer	147	(5)
Records Center Control Procedures	152	(3)
Records Center Software	155	(2)
Summary	157	(1)
Important Terms	157	(1)
Review and Discussion	158	(1)
Applications	159	(1)
Applying the Rules	160	(2)
PART 3 Subject, Numeric, and Geographic Storage and Retrieval
Subject Records Management	162	(28)
Subject Records Storage and Retrieval	162	(3)
Advantages and Disadvantages of Subject Records Storage	165	(1)
Arrangement of Records by Subject	166	(5)
Supplies for Subject Records Systems	171	(3)
Indexes for Subject Records Systems	174	(4)
Storage and Retrieval Procedures	178	(4)
Subject Records Management Software	182	(2)
Summary	184	(1)
Important Terms	185	(1)
Review and Discussion	185	(1)
Applications	186	(3)
Applying the Rules	189	(1)
Numeric Records Management	190	(29)
Numeric Records Storage and Retrieval	190	(1)
Uses of Numeric Records Storage	191	(1)
Consecutive Numbering Method	192	(14)
Nonconsecutive Numbering Methods	206	(4)
Other Numeric Coding Systems	210	(2)
Computer Indexes	212	(2)
Summary	214	(1)
Important Terms	215	(1)
Review and Discussion	215	(1)
Applications	216	(2)
Applying the Rules	218	(1)
Geographic Records Management	219	(27)
The Geographic Records Storage Method	219	(3)
Advantages and Disadvantages of Geographic Records Storage	222	(1)
Geographic Records Storage Arrangements	223	(7)
Geographic Records Storage Indexes	230	(1)
Geographic Records Storage and Retrieval Procedures	231	(9)
Implications of E-commerce for Geographic Records	240	(1)
Summary	240	(1)
Important Terms	241	(1)
Review and Discussion	241	(1)
Applications	242	(2)
Applying the Rules	244	(2)
PART 4 Records Management Technology
Electronic Records	246	(35)
Use of Electronic Records	246	(2)
Types of Electronic Media	248	(8)
Systems Concept	256	(5)
Electronic Records Issues	261	(6)
Electronic Records Storage and Retention	267	(3)
Electronic Records System and Network Security	270	(3)
Electronic Records Management Software	273	(1)
Emerging Technologies	274	(2)
Summary	276	(1)
Important Terms	277	(1)
Review and Discussion	278	(1)
Applications	279	(2)
Image Records	281	(35)
Use of Image Records	281	(3)
Microfilm Records	284	(7)
Microfilming Procedures and Equipment	291	(9)
Microform Storage and Retrieval	300	(5)
Integrated Image Systems	305	(4)
Image Records Retention	309	(1)
Image Records Software	310	(1)
Summary	310	(1)
Important Terms	311	(1)
Review and Discussion	312	(1)
Applications	313	(3)
PART 5 Records Control
Controlling the Records and Information Management Program	316	(66)
Records and Information Management Elements	316	(12)
Controlling Records Creation	328	(8)
Elecrtonic Document Management Systems	336	(1)
Summary	337	(1)
Important Terms	338	(1)
Review and Discussion	338	(1)
Applications	339	(5)
APPENDICES
Appendix A Records Management Career Opportunities and Job Descriptions	344	(19)
The Growth of Information Professions	344	(4)
Records Management Career Opportunities and Job Descriptions	348	(10)
Professional Development in Records Management	358	(3)
Some Final Thoughts About a Career in Records Management	361	(1)
Important Terms	362	(1)
Appendix B Card and Special Records	363	(19)
Card Records	363	(3)
Equipment and Supplies for Card Files	366	(7)
Special Records	373	(1)
Methods of Storing Special Records	373	(5)
Procedures for Storing and Retrieving Card and Special Reocrds	378	(2)
Selecting Equipment and Supplies for Card and Special Records Files	380	(1)
Current Trends in Records and Information Management	381	(1)
Important Terms	381	(1)
Glossary	382	(10)
Index	392	(12)
Photo Credits	404