Advantages of Records Management by sui38131


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									                             Records Management I
                                   Course Outline
                                     Fall 2003

  I.   Records Management in Review
       A.    Classification and use of records
       B.    Early and modern records management operations
       C.    Relevant legislation that affects records management
       D.    Management functions necessary to operate a records management
       E.    Careers in records management

 II.   Alphabetic Indexing Rules
       A.    Alphabetic storage of names
       B.    Indexing, coding, and arranging personal and business names
       C.    Indexing, coding, and arranging names of organizations and institutions
       D.    Indexing, coding, and arranging personal and business names that are
       E.    Indexing, coding, and arranging government names
       F.    Applying alphabetic filing procedures
       G.    Preparing and arranging cross-references

III.   Alphabetic Records Management
       A.    Correspondence records management systems
       B.    Types of equipment and supplies for correspondence records storage
       C.    Considerations for selecting storage equipment and supplies
       D.    Advantages and disadvantages of the alphabetic method of records storage
       E.    Selection and design of an alphabetic records system
       F.    Use of color in correspondence records storage
       G.    Apply procedures for storing correspondence
       H.    Use of tickler file

IV.    Records Retention, Retrieval, and Transfer
       A.    Use of a records retention schedule
       B.    Retrieval, requisition, charge-out, and follow-up procedures
       C.    Records activity, transfer methods, transfer procedures
       D.    Records center control procedures
       E.    Records center software

V.     Subject Records Management
       A.     Definition of subject records management
       B.     Appropriate situations and records for subject records management
       C.     Advantages and disadvantages of storing and retrieving records by subject
       D.     Dictionary and encyclopedic subject file arrangements
       E.     Guides, folders, and labels used for subject records storage
        F.     Indexes
        G.     Application for storing and retrieving records following subject records

 VI.    Numeric Records Management
        A.    Definition of numeric records management
        B.    Types of businesses that use numeric system
        C.    Components of numeric system
        D.    Storage and retrieval procedures for numeric system
        E.    Converting an alphabetic storage arrangement to a numeric storage
        F.    Advantages and disadvantages of numeric system
        G.    Consecutive, terminal-digit, middle-digit numeric storage
        H.    Chronologic records storage
        I.    Block-numeric, duplex numeric, decimal numeric, and alphanumeric

VII.    Geographic Records Management
        A.    Use of geographic records management
        B.    Types of businesses that use geographic system
        C.    Advantages and disadvantages of geographic system
        D.    Dictionary and encyclopedic arrangements of geographic system
        E.    Lettered guide plan, location name guide plan
        F.    Use of alphabetic index in geographic storage system
        G.    Indexing and coding in geographic storage system
        H.    Types of cross-references used in geographic system
        I.    Effect of e-commerce on geographic records storage

VIII.   Electronic Records
        A.     Definition and uses of electronic records
        B.     Types of magnetic and optical records
        C.     Systems concept
        D.     Indexing and retrieving electronic records
        E.     Records retention—duplicate records, media compatibility and stability,
               access, and electronic mail
        F.     Types of storage equipment for active and inactive electronic records
        G.     Network security
        H.     Emerging technologies

 IX.    Image Records
        A.    Uses for image records
        B.    Definition and description of microforms
        C.    Microfilm quality
        D.    Microfilming procedures
        E.    Microfilming equipment
F.   Microfilm processing and duplicating equipment and commercial imaging
G.   Microform storage, retrieval, and storage environments
H.   Integrated image systems
I.   Records retention for image records
 image records

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