Records Management (with CD-ROM)

by Read, Judith; Ginn, Mary Lea

• ISBN13: 9780538729567
• ISBN10: 0538729562
• Edition: 8th
• Format: Hardcover
• Copyright: 2006-04-07
• Publisher: Thomson South-Western

Summary

RECORDS MANAGEMENT is a comprehensive introduction to the complex field of records management. Alphabetic filing rules are included, along with methods of storing and retrieving alphabetic, subject, numeric, and geographic records. Thorough coverage is provided for filing and maintenance of paper, automated, micro image, and electronic imaging records. For additional Student and Instructor Resources, visit the product companion site at http://read.swlearning.com.

Table of Contents

PART 1 The Field of Records Management
What Is Records Management?	1	(30)
How Has Information Grown?	2	(2)
What Is Records Management?	4	(1)
What Are Records?	5	(4)
What Is the History of Records Management?	9	(7)
What Are the Legal Considerations for Records Management?	16	(2)
What Are Records Management Functions in Organizations?	18	(5)
Careers In Records Management	23	(4)
Points to File and Retrieve	27	(1)
Important Terms	27	(1)
Review and Discussion	28	(1)
Applications	28	(2)
Access Basics	30	(1)
PART 2 Alphabetic Storage and Retrieval
Alphabetic Indexing Rules 1--4	31	(27)
Need for Alphabetic Order	32	(4)
Alphabetic Indexing Rules	36	(9)
Cross-Referencing	45	(7)
Points to File and Retrieve	52	(1)
Important Terms	52	(1)
Review and Discussion	53	(1)
Applications	54	(3)
Records Management Simulation	57	(1)
Alphabetic Indexing Rules 5--8	58	(23)
Alphabetic Indexing Rules (Continued)	58	(16)
Points to File and Retrieve	74	(1)
Review and Discussion	74	(2)
Applications	76	(4)
Records Management Simulation	80	(1)
Alphabetic Indexing Rules 9--10	81	(26)
Alphabetic Indexing Rules (Continued)	81	(17)
Subjects Within an Alphabetic Arrangement	98	(2)
Points to File and Retrieve	100	(1)
Review and Discussion	100	(2)
Applications	102	(4)
Records Management Simulation	106	(1)
Electronic File Management	107	(28)
Electronic Records and Files	107	(1)
Databases	107	(6)
How Computers Sort Data	113	(6)
Electronic Record Life Cycle	119	(11)
Points to File and Retrieve	130	(1)
Important Terms	131	(1)
Review and Discussion	131	(1)
Applications	132	(2)
Records Management Simulation	134	(1)
Alphabetic Records Management, Equipment, and Procedures	135	(45)
Correspondence Records Storage	135	(2)
Records Storage Equipment and Supplies	137	(23)
Correspondence Storage Procedures	160	(15)
Points to File and Retrieve	175	(1)
Important Terms	176	(1)
Review and Discussion	176	(1)
Applications	177	(2)
Records Management Simulation	179	(1)
Storing, Retrieving, and Transferring Records	180	(35)
Records Storage	180	(9)
Records Retrieval	189	(8)
Records Transfer	197	(8)
Records Center Control Procedures	205	(4)
Records Center Software	209	(1)
Points to File and Retrieve	210	(1)
Important Terms	211	(1)
Review and Discussion	211	(1)
Applications	212	(2)
Records Management Simulation	214	(1)
PART 3 Subject, Numeric, and Geographic Storage and Retrieval
Subject Records Management	215	(31)
Subject Records Storage and Retrieval	216	(4)
Subject Records Arrangements	220	(7)
Subject Filing Supplies	227	(3)
Subject Indexes	230	(4)
Storage and Retrieval Procedures	234	(7)
Points to File and Retrieve	241	(1)
Important Terms	241	(1)
Review and Discussion	242	(1)
Applications	242	(3)
Records Management Simulation	245	(1)
Numeric Records Management	246	(30)
Numeric Records Storage and Retrieval	246	(1)
Consecutive Numbering Method	247	(14)
Nonconsecutive Numbering Methods	261	(6)
Other Numeric Coding Systems	267	(2)
Databases for Numeric Storage	269	(3)
Points to File and Retrieve	272	(1)
Important Terms	273	(1)
Review and Discussion	273	(1)
Applications	274	(1)
Records Management Simulation	275	(1)
Geographic Records Management	276	(35)
The Geographic Records Storage Method	276	(5)
Advantages and Disadvantages of Geographic Records Storage	281	(1)
Geographic Records Storage Arrangements	282	(9)
Geographic Records Storage Indexes	291	(4)
Geographic Records Storage and Retrieval Procedures	295	(9)
Points to File and Retrieve	304	(1)
Important Terms	305	(1)
Review and Discussion	305	(1)
Applications	306	(3)
Records Management Simulation	309	(2)
PART 4 Technology and the RIM Program
Electronic and Image Records	311	(40)
The Relationship Between Electronic and Image Records	312	(1)
Electronic Media	313	(9)
Retention and Disposition	322	(6)
Records Safety and Security	328	(6)
Image Media	334	(10)
Retention	344	(1)
Software	344	(3)
Points to Remember	347	(1)
Important Terms	347	(1)
Review and Discussion	348	(1)
Applications	348	(3)
The Records and Information Management Program	351	(27)
RIM Program Components	351	(7)
RIM Program Responsibilities	358	(15)
Points to File and Retrieve	373	(1)
Important Terms	373	(1)
Review and Discussion	374	(1)
Applications	374	(4)
Appendix	378	(6)
Glossary	384	(10)
Index	394