OBM247 CHAPTER 6

OBM247 CHAPTER 6

RECORDS RETENTION, RETRIEVAL AND TRANSFER

Concept of Appraisal & Disposition

Appraisal

The process of determining the value of records for further use.

Concept of Appraisal & Disposition

Disposition

The action taken as the consequence of appraisal to remove record from active storage.

Actions of disposition:

· When records retention period has expired.

· Transfer to the records center.

· Transfer to archival unit.

· Transform into microfilm

· When records have no further value for the organization.

OBJECTIVE OF APPRAISAL AND DISPOSITION

To destruct/destroy the records that without value

Transferring records that have value to archives department for preservation

RECORDS APPRAISAL PROCESS

Form an appraisal committee who will responsible for the preparation of record inventory and record retention schedule.

Collecting data and information about record by doing survey, interviews, and questionnaire.

Record survey abilities

· understand the function of agencies

· identify the various types of record created and used

· identify volume of records and location

· identify frequency of used (record/information)

· identify current, semi current and non-current record

· identify values of record

· prepare record inventory

Appraisal of record

Records Retention

The appraisal committee will appraise documents follows through two types of criteria:

primary value

example: fiscal value, legal value, administrative value

secondary value

example: research value, information value, historical value, national value.

Appraisal of record

Records Retention

Policy and procedure that determine what records to be keep, where to keep and period of records time to keep.

Records inventory is a survey conducted to find the types and volume of filed records, location and frequency of use.

Record series is a group of related records that normally are use to filed as a unit to determine the records retention period.

Records Retrieval

5 Steps to develop a complete system for controlling borrowing files

· Requesting records and folders

· Charging out records and folders

· Cancelling charge out for returned records

· Following up on borrowed records

· Reserving records

Manual Charge-Out and Follow-Up of Records

A requisition form is a written request for a record or information from a record.  

This requested form include:

· Name or code of record

· Date

· Name of borrower and department

· Check out date

· Due date for returning the records

Manual Charge-Out and Follow-Up of Records

Charge Out

A charge out is recorded information that accounts for records that are removed from the files. Methods used in charge out:

· OUT guide

· The requisition sheet

· OUT folder

· Carrier folder

Manual Charge-Out and Follow-Up of Records

Out Guide

An out guide is a marker placed in the file to show that a folder or records have been borrowed. 

Two main styles of OUT guide

Manual Charge-Out and Follow-Up of Records

OUT guide with pocket

Procedures using OUT guide with pocket:

i. Place a copy of the requisition form in the pocket.

ii. Place the OUT guide in the exact location of the folder or records removed from the file.

iii. Place the duplicate copy of the requisition form in the follow up file.

Manual Charge-Out and Follow-Up of Records

OUT guide with printed lines

Also called as OUT card and it is a manila card guide with an OUT tab which include:

· Name of borrower

· Reference to borrowed items

· Charge out date for the records.

Requisition Sheet 

A request for records that also servers as a marker placed in a folder for charged out papers.

Procedures when using requisition sheet:

· Prepare two copies of requisition sheet

· Place one copy in the folder as OUT indicator

· File the second copy in the department follow up file.

Out Folder

An OUT folder can be used as substitute for a folder that has been removed from the records area.

Procedures using the pocket type OUT folder:

· Prepare the requisition form in duplicate

· Place one copy in the plastic packet

· Place another copy in the follow up file

Carrier Folder

 A carrier folder made of heavy manila card and distinctive color content to the borrower.

Advantages of Carrier folder:

· More durable than standard file folders

· Available in distinctive color

· Original remain in place to accept incoming papers.

Electronic Charge and Follow-up of Records

Also known as computerized charge out and follow up of records.

Advantages of computerized systems:

i. Easily to identify and track any records from creation or receipt to inactive records

ii. Easily to track unlimited numbers and produce reports

iii. Generates notice for overdue records

Electronic Charge and Follow-up of Records

Electronic record

A record that created through the information technology devices such as computer which use document processing software.

Example of electronic record created using application software:

· Word processing – agreement, minutes of meeting, memos

· Excel – spreadsheet, invoice

· Access – user database, client database

Electronic Charge and Follow-up of Records

Using Barcode Charge Out

Barcoding is a fast and accurate systems that gather and transmit data into computer.

Electronic Charge and Follow-up of Records

The Barcodes

Barcoding is a fast and accurate systems that gather and transmit data into computer.

Four components of barcode systems

· Barcodes

· Barcodes reader

· Recharger or downloader

· Personal computer and software.

Electronic Charge and Follow-up of Records

Using Barcode Charge Out

File tracking is a method of knowing where charge out records are, when needed.

Barcode scanner is the barcode data collector device.

Recharger and downloader transfer data from portable barcode scanner into the computer.

Personal computer and software convert data into useful information.

Electronic Charge and Follow-up of Records

File Trekker

Provides information such as:

· Numbers usage of a file

· When the current usage

· Date to be destroyed

· Number of file exist.

END OF CHAPTER 6

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