CHAPTER 6 RECORDS, RETENTION, RETRIEVAL AND TRANSFER

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RECORDS, RETENTION, RETRIEVAL AND TRANSFER

To name your story, you have to think about the overall message and what you want your audience to understand from the story. Also, make it relevant and easy to remember.

RECORDS

In the beginning of the story (or the exposition), you will need to introduce the setting and characters. You might also want to introduce the main conflict. This part of the story is important because it gives the reader necessary background information and maybe even a first insight into a character’s personality.

RECORDS RETRIEVAL

RECORDS TRANSFER

RECORDS CENTER

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

COMMERCIAL RECORDS CENTER

DEPARTMENT RECORDS CENTER

NATIONAL RECORDS CENTER

TRANSFER SUPPLIES AND EQUIPMENT

EQUIPMENT

GUIDES AND FOLDERS

TRANSFER BOXES AND LABELS

TRANSFER PROCEDURES

RECEIVING RECORDS IN THE STORAGE AREA

ARRANGING THE TRANSFER

PREPARING RECORDS FOR TRANSFER

DETERMINING WHAT RECORDS ARE TO BE TRANSFERRED

DETERMINING WHEN RECORD ARE TO BE TRANFERRED

TRANSFER METHOD

ONE-PERIOD

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

PERIODIC

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

PERPETUAL

RECORDS ARE CONTINUALLY TRANSFERRED FROM ACTIVE TO INACTIVE STORAGE AREAS

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

RECORD DESTRUCTION DATES

RECORDS RETENTION PERIODS

FILE ACTIVITY

FILE INVENTORIES

MANUAL CHARGE-OUT AND FOLLOW UP OF RECORDS

RESERVING RECORDS

FOLLOWING UP ON BORROWED RECORDS

CANCELING CHARGE-OUT FOR RETURNED RECORDS

CHARGING OUT RECORDS AND FOLDER

REQUESTING RECORDS AND FOLDERS

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

USING BARCODE CHARGE-OUT AND FOLLOW-UP SYSTEMS

4 COMPONENTS OF BARCODE

PERSONAL COMPUTER AND SOFTWARE

RECHARGER/DOWNLOADER

BARCODE SCANNERS

BARCODES

ELECTRONIC RETRIEVAL

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

MANUAL RETRIEVAL

REMOVING A RECORD FROM A STORAGE CONTAINER BY HAND

RECORD RETENTION

The setting (time & place) of a story can change throughout the plot.

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

Your story can take place wherever your imagination will take you to.
For example: in an elevator, in an enchanted forest, etc. Don't forget to give details of the environment each time the setting changes, otherwise, the story can be confusing. Also, mention the seasons as each of them has unique weather and events.

RECORD RETENTION SCHEDULE

RECORD ACCESSIBILITIES/ACTIVITY

RECORDS VALUES

RECORDS SERIES

RECORDS INVENTORY

CONCEPTS OF APPRAISAL AND DISPOSITION

Characters are essential to a good story. Usually, the protagonist(s) is/are the most affected by the plot. Introduce a character by focusing on their actions, interests, and occupation, as the physical appearance doesn't make a difference in most cases.

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

APPRAISAL IS THE PROCESS OF DETERMINING THE VALUE OF RECORDS

Type in the name of your character.