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RECORDS MANAGEMENT - Mid-State Technical College

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Description: RECORDS MANAGEMENT © Thomson/South-Western CHAPTER 9 Slide 2 Numeric Records Management ... Consecutively numbered records are arranged in ascending number order ...

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CHAPTER 9 Slide 1RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 2Numeric Records Management Any classification system for arranging records that is based on numbers:  Consecutive numbering  Nonconsecutive numbering  Numeric coding used in combination with geographic or subject filingRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 3Consecutive Numbering Method Consecutively numbered records are arranged in ascending number order— from the lowest number to the highest number.RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 4Consecutive Numbering Components Numbered file Alphabetic file Accession log Alphabetic indexRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 6Numbered Guides and Folders One guide for every ten foldersRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 7Alphabetic Guides and Folders The general alphabetic file should be placed at the beginning of the numeric file.RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 8Accession Log An accession log is a serial list of numbers assigned to records in a numeric storage system.RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 9Example of an Accession LogRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 10Alphabetic Index An alphabetic index is a reference to a numeric file that is used when the name or subject is known but not the assigned number.RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 11Example of an Alphabetic IndexRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 12Steps for Coding Records Coding Sorting Number codingRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 13Coding Code the filing segment Write an X in the margin beside cross- reference names or subjects Underline the cross-reference with a wavy lineRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 14Sorting Sort records that do not have preprinted numbers alphabetically before referencing the alphabetic indexRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 16Advantages ofConsecutive Numbering Rapid re-filing Easy and unlimited expansion Easy transfer of inactive records Cross-references are in general file Built-in security Same numeric code for all records for one customer Labeling takes less time Easy detection of misfiled recordsRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 17Disadvantages ofConsecutive Numbering Requires reference to alphabetic index Requires more guides More time-consuming Congestion Numbers can be easily transposedRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 18Terminal-Digit Storage Terminal-digit storage—numeric storage method in which the last two or three digits are used as the primary division under which a record is filed  Numbers are divided into groups separated by a space or a hyphen  Numbers are read from right to left  The end digits are the terminal digitsRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 19Terminal-Digit Number Groups 35-14-65 Terminal DigitsRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 20Terminal-Digit Number Groups—Order in the FileTerminal Digits © Thomson/South-Western RECORDS MANAGEMENT

CHAPTER 9 Slide 21Middle-Digit Storage Numbers are divided into groups separated by a space or a hyphen. The middle group—middle digits—are used as the primary filing division. Numbers are read from middle to left to right.RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 22Middle-Digit Number Groups 35-14-65 Middle DigitsRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 23Terminal-Digit andMiddle-Digit ArrangementsTerminal-Digit Middle-DigitRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 24Chronologic Storage Records filed in date sequence—most recent on top, or oldest on top. Principle followed in all storage methods. 5.30.02 2.14.04 9.13.05 7.11.06RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 25Numeric Coding SystemsBlock-Numeric Groups of numbers representDuplex-Numeric primary and secondary subjects.Decimal-Numeric Numbers with two or more partsAlphanumeric separated by a dash, space, or comma. Records are classified by subject in units of ten. Combination of letters, numbers, and punctuation marks. RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 26Duplex-Numeric ExampleRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 27Alphanumeric ExampleRECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 9 Slide 28Databases for Numeric Storage Database software can simplify creation of the accession log and the alphabetic index. All information can be kept in one database table. The sort function can sort file code numbers for the accession log.RECORDS MANAGEMENT © Thomson/South-Western
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