Part 3 Records Systems, Storage and Retrieval

Part 3 Records Systems, Storage and Retrieval

Part 3: Records Systems, Storage and Retrieval Basic Concepts Filing Systems Filing System Design Records Storage and Retrieval File Conversions Records Storage Facilities Records Center Operations Commercial Records Centers

Basic Concepts Controlling Volume of Information Identifying and eliminating unnecessary content, files and information Assign value to non-record information Understand active vs. inactive status Differences between on-line, near-line, and off-line Differences between off-site, centralized and decentralized Know pro s and con s of cloud storage

Basic Concepts Media Selection Media selection criteria Lifecycle requirements Electronic media, paper or hardcopy, film characteristics, SANS, cloud storage, etc.

Filing Systems Design Design and Planning File design factors Selection criteria Active vs. inactive storage requirements Filing manuals

Filing Systems Classification Systems Types of systems: Encyclopedic, geographic, hierarchical systems File arrangements: Alphabetic, alpha-numeric, numeric, chronologic, phonetic, and subject

Filing Systems Classification Systems Classification categories: Departmental, functional, primary/secondary, subject, and uniform classification. Case files, convenience copies, correspondence, suspense/tickler, and reference materials.

Filing Systems Physical Advantages and disadvantage of filing paper Microfilm types CAR and COM systems Electronic Document Management Systems Structured and unstructured data Search options COLD systems

Filing Systems Design Location and Control Centralized vs. Decentralized file systems Analyzing user needs Confidentiality requirements Security for Personally Identifiable Information (PII) Access controls

Records Storage and Retrieval Indexing Direct vs. indirect access systems Index types: alphabetical, analytical, chain, coordinated, OCR, full-text indexing Truncated and cross-referencing Retrieval Storing and recovering data Manual vs. electronic retrieval systems Ratios: turnaround, activity, retrieval, and accuracy

File Conversions Planning and Evaluation Planning for a media conversion project File conversion implementation steps Migrating from manual to automated

File Conversions Feasibility and Cost Studies Conducting a feasibility study Calculating capabilities, limitations and cost of various file conversions Cost considerations Cost justification strategies

File Conversions System Design Conversion file types Application independent formats Procedure development User needs and requirements

File Conversions Back File and Records Conversion Methods Back file conversion methods Media conversion considerations Use of internal staff vs. service bureaus Post-Conversion Media & Systems Disposition Quality checks and data integrity procedures Converted records disposition Location of converted files Management and roles

Assessment-10 Questions

Question 1 A diagram or chart that describes standard categories used to organize materials with similar characteristics is a/an: a) classification scheme b) optical disk platform c) gnat chart d) alpha-numeric-scheme e) terminal-digit philosophy

Question 2 Alphanumeric filing systems typically use, with users locating file headings through a hierarchical or alphabetical list that indicates the code used for filing or retrieval. a) direct access b) indirect access c) diagrams d) uniform classification e) cartographic material

Question 3 filing is a technique of organizing files under the last few digits of an identifying number, and then sequentially by any preceding numbers. a) Alphanumeric b) Straight numeric c) Terminal-digit d) Chronological e) Subject

Question 4 A system is used to access information on microfilm. a) COLD b) COM c) LAN d) CAR e) CD

Question 5 can allow or deny access to a physical or an electronic environment. a) An audit b) VPN c) Security badges d) Firewalls e) Access Controls

Question 6 When properly stored, offer superior stability of recorded information requiring permanent preservation. a) microforms b) DVDs c) optical disk d) file shares e) CDs

Question 7 film is typically used to create duplicates of microfilm and is not recommended for preservation copies. a) Silver halide b) Diazo c) Pulp d) 35 MM e) Microfiche

Question 8 The electronic counter-part of an in office filing cabinet is: a) Saas b) storage area network c) network file server d) TIF e) wide area network

Question 9 storage can be any type of internal or external storage that can easily be removed from the computer. a) Online b) Near-line c) Offline d) Centralized e) VPN

Question 10 storage provides on-demand access to stored data over a network/internet connection; it cannot be immediately provisioned but doesn t require any manual help. a) Online b) Centralized c) Offline d) Near-line e) Off-site

Records Center Operations Functions and Objectives High density storage for inactive records Advantages and disadvantages Coordination with retention policy

Records Storage Facilities Design Consideration Facility design criteria Key personnel roles Facility specifications Safety and regulatory requirements

Records Storage Facilities File Equipment File cabinet types and supplies Shelf filing Open filing Safes and vaults Shredders and balers Destruction methods Barcodes and/or RFID

Records Storage Facilities Records Center Shelving Shelving types and sizes Construction and maintenance Shelf space and stack area requirements Relocating a Records Facility Moving specifications Contract development Precautions and provisions

Records Center Operations Storage Containers Standard records center containers Other storage and specialty containers Special storage needs for drawings Archival records requirements Container construction requirements

Records Center Operations Managing the Records Center Key personnel roles and responsibilities Security controls User/customer needs Operating procedures Record handling equipment

Records Center Operations Operating the Records Center Operational procedures Accession, growth and disposal Locating, searching, charge-out Refiling, interfiling Software used

Records Center Operations Disaster Recovery Emergency preparedness Records Center disaster recovery plan Protection methods Vital records protection

Commercial Records Center Business Case Alternatives for in-house records centers Cost analysis Commercial records center service options

Commercial Records Center Contract Considerations Competitive bid process RFI, RFQ, and RFP Pricing for delivery, filing, labor, indexing, sorting, refiling, destruction, and permanent removal Vendor Evaluations Selection criteria Financial strength, size, scope, services offered, costs, reputation, and quality control Service comparison/checklist

Commercial Records Center Vendor Performance Management References Controls and services evaluation Response times, information disclosure, quality indicators, and customer survey results Auditing and compliance requirements

Assessment-10 Questions

Question 11 Active paper filing and retrieval are most productive using: a) Vertical cabinets b) Lateral cabinets c) Offsite record center d) Drawer type cabinets e) Open-shelf filing

Question 12 Compared to vertical and lateral drawer files, shelf files offer greater storage density through: a) more effective use of available floor space. b) standard technical specifications. c) the ability to store both letter and legal size. d) additional fire protection. e) maintaining appropriate temperatures needed to preserve paper.

Question 13 A provides a method to quickly retrieve and view documents at desktop workstations. a) WORM b) microfilm system c) document imaging system d) CAR e) conventional filing system

Question 14 Boxes used to store paper records in a record warehouse should be: a) purchased from an established vendor b) coated with dry-silver c) light blue in color to protect it from the heat d) low-lignin and acid free e) alkaline based and recycled

Question 15 Preparing bar code labels or providing storage boxes are considered provided by commercial storage companies. a) standard services b) a primary value c) secured services d) cost-saving provisions e) auxiliary services

Question 16 Automated document storage and retrieval systems employ rather than filing concepts. a) indexing b) imaging c) selection d) cross referencing e) posting

Question 17 A standard records center container holds the contents of: a) one file drawer b) half a filing drawer c) one filing cabinet d) half a filing cabinet e) one lateral shelf

Question 18 records center is a for-profit company that provides feebased storage and related services for records of multiple clients. a) Government b) Corporate c) Commercial d) Private e) Hostage

Question 19 When building a records center, stack heights usually rise within a few feet of the ceiling: a) to allow air flow above the stacks b) to prevent fire from spreading c) as a rodent control measure d) if the floor strength permits e) to allow access to middle shelves

Question 20 Conversion of paper records systems to automated electronic systems can require coordination with the information systems staff for: a) physically moving the filing equipment b) determining total project costs c) inventorying all records d) evaluating legal values e) planning business process re-engineering

Part 3 - Best Study Resources ARMA International. Guideline for Evaluating Offsite Records Storage Facilities. ARMA International. Records Center Operations. Saffady, William. Records and Information Management. Fundamentals of Professional Practice. ARMA International, Establishing Alphabetic, Numeric, and Subject Filing Systems. Franks, Patricia C. Records and Information Management. Richardson, Blake. Records Management for Dummies.

Part 3 - Study Tips Validate what you know Start with a few resources Find or create a study group Find a mentor Research terms that are unknown Aim for 100%

Questions