RECORDS, RETENTION, RETRIEVAL AND TRANSFER

CONCEPTS OF APPRAISAL AND DISPOSITION

APPRAISAL IS THE PROCESS OF DETERMINING THE VALUE OF RECORDS

DISPOSITION IS THE ACTION TAKEN IN DUE COURSE AS A CONSEQUENCE OF APPRAISAL

RECORD RETENTION

IS THE ESTABLISHED POLICY AND PROCEDURE FOR DETERMINING WHAT DOCUMENT TO KEEP

RECORDS INVENTORY

RECORDS SERIES

RECORDS VALUES

RECORD ACCESSIBILITIES/ACTIVITY

RECORD RETENTION SCHEDULE

RECORDS RETRIEVAL

IS THE PROCESS OF LOCATING AND REMOVING A RECORD OR FILE FROM STORAGE

MANUAL RETRIEVAL

REMOVING A RECORD FROM A STORAGE CONTAINER BY HAND

ELECTRONIC RETRIEVAL

USING A COMPUTER TO SEE ELECTRONIC RECORD ON A SCREEN, IN A DATABASE, OR IN AN E-MAIL MESSAGE

USING BARCODE CHARGE-OUT AND FOLLOW-UP SYSTEMS

4 COMPONENTS OF BARCODE

BARCODES

BARCODE SCANNERS

RECHARGER/DOWNLOADER

PERSONAL COMPUTER AND SOFTWARE

MANUAL CHARGE-OUT AND FOLLOW UP OF RECORDS

REQUESTING RECORDS AND FOLDERS

CHARGING OUT RECORDS AND FOLDER

CANCELING CHARGE-OUT FOR RETURNED RECORDS

FOLLOWING UP ON BORROWED RECORDS

RESERVING RECORDS

ELECTRONIC CHARGE AND FOLLOW-UP OF RECORDS

USING THE COMPUTER FOR CHARGE-OUT AND FOLLOW-UP SYSTEMS

COMPUTER PROGRAMS WILL TRACK UNLIMITED NUMBERS OF RECORDS AND PRODUCE A VARIETY OF USEFUL REPORT

FILE INVENTORIES

FILE ACTIVITY

RECORDS RETENTION PERIODS

RECORD DESTRUCTION DATES

RECORDS TRANSFER

TRANSFER METHOD

PERPETUAL

RECORDS ARE CONTINUALLY TRANSFERRED FROM ACTIVE TO INACTIVE STORAGE AREAS

PERIODIC

ACTIVE RECORDS ARE TRANSFERRED AT THE END PF A STATED PERIOD OF TIME TO INACTIVE STORAGE AT THE END OF THEIR FISCAL YEAR

ONE-PERIOD

RECORDS ARE TRANSFERRED AT THE END OF ONE PERIOD OF TIME (SIX MONTHS OR A YEAR)

TRANSFER PROCEDURES

DETERMINING WHEN RECORD ARE TO BE TRANFERRED

DETERMINING WHAT RECORDS ARE TO BE TRANSFERRED

PREPARING RECORDS FOR TRANSFER

ARRANGING THE TRANSFER

RECEIVING RECORDS IN THE STORAGE AREA

TRANSFER SUPPLIES AND EQUIPMENT

TRANSFER BOXES AND LABELS

GUIDES AND FOLDERS

EQUIPMENT

RECORDS CENTER

IS ABUILDING DESIGNED OR ADAPTED FOR THE LOW-COST STORAGE, MAINTENANCE AND COMMUNICATION OF SEMI-CURRENT RECORDS PENDING THEIR ULTIMATE DISPOSAL

NATIONAL RECORDS CENTER

DEPARTMENT RECORDS CENTER

COMMERCIAL RECORDS CENTER