IMR454 CHAPTER 3

There are 8 steps in the planning of the record center, which one of these steps is not part of those 8 steps.

• admin structure

• construct building

• transport

• pilot study

When planning a records center, decisions have to be made on the following policy issues (admin structure)

• • Centralization

  • Location

  • Transport

  • ICT

  • Staffing

  • Accommodation

  • Authority, service levels, and costs.

• 1. weather-proof loading bay,

  2. adequate parking

  space for large vehicles

  3. a working area

• 1. Retrieving the correct record

  2. Controlling its issue and return,

  3. Supervising its use in the search room

  4. Ensuring its return to the correct location.

• 1. Stack

  2. Non-stacks

  3. Security system

Advantages of centralized storage

• Time constraint – to retrieve the records Cost – rental is expensive Transportation – to deliver the records

• Bulk of records located at the same place – if there no proper records system

  Need more space to keep the records.

  Space = cost Need more staff to control the records

• Save time,

  Cost,

  No transport require

• Easy to manage – outsource the keeping/ storage of records,

  No need internal staff to manage the records,

  Space – save space at the creating agencies

Disadvantages of centralized storage

• Time constraint – to retrieve the records Cost – rental is expensive Transportation – to deliver the records

• Bulk of records located at the same place – if there no proper records system

  Need more space to keep the records.

  Space = cost Need more staff to control the records

• Save time,

  Cost,

  No transport require

• Easy to manage – outsource the keeping/ storage of records,

  No need internal staff to manage the records,

  Space – save space at the creating agencies

Advantages of decentralized storage

• Time constraint – to retrieve the records Cost – rental is expensive Transportation – to deliver the records

• Bulk of records located at the same place – if there no proper records system

  Need more space to keep the records.

  Space = cost Need more staff to control the records

• Save time,

  Cost,

  No transport require

• Easy to manage – outsource the keeping/ storage of records,

  No need internal staff to manage the records,

  Space – save space at the creating agencies

Disadvantages of decentralized storage

• Time constraint – to retrieve the records Cost – rental is expensive Transportation – to deliver the records

• Bulk of records located at the same place – if there no proper records system

  Need more space to keep the records.

  Space = cost Need more staff to control the records

• Save time,

  Cost,

  No transport require

• Easy to manage – outsource the keeping/ storage of records,

  No need internal staff to manage the records,

  Space – save space at the creating agencies

RC staff responsible for

• • Liaising with creator agencies

  • Managing the holdings within the Rc

  • Providing security, transport and housekeeping

  • Liaising with the archival

• - Retrieving the correct record,

  – Controlling its issue and return,

  – Supervising its use in the search room and

  – Ensuring its return to the correct location.

Record Center will exist within the _________ of the organization's records and archives institution

Movement of staff + ____ _______ + materials requirements = can determine transport needed for Record Center

Records in different formats cannot fit into standard shelf spaces or standard boxes, these include:

• • Transfer of records

  • Retrieval

  • Replacement

  • Retrieval

  •Advice

• 1.Maps and plans

  2.Photographs

  3.Moving images

  4.Audiotape

  5.Electronic record

  6.Computer printouts