Presentations text content in Basic Records
Slide1E-mail
Basic RecordsManagement Concepts
OT 122
Chapter One
Slide2Intro
We’ll use this book for the 1
st
half of quarter
Blue cardboard box and ‘Retrieval Exercises’
Don’t work ahead
So little homework
Access 2
nd
half of quarter
Please be computer…literate…?
Know how to open, save, new, etc.
Slide3Why is Records Management Important?
MONEY!!!
Things may be lost
Require time (money) to be found or redone
Legally required
Medical, education, government (taxes, birth and death certificates)
All businesses use some sort of records management!!
Even if customers aren’t tracked, then suppliers?
Slide4The Cycle of Records Management
“Life” cycle of a record
Creation
Use
Storage
Retrieval
Disposition
Can vary depending on the type of record
Legally required?
How/why created?
How received?
What form?
Slide5Impact of Technologyon Records Management
Umm…DUH!
Less paper
Cheaper
Faster
Easier
Safer (more secure)
Can see who’s been looking at what
Slide6ARMA.org
Originally stood for
A
ssociation of
R
ecords
M
anagers and
A
dministrators
Professional organization
Ok to look at, but really nothing but a sales pitch…
Register for certifications, online courses
Subscribe to journals
Purchase other related materials
Slide7Would you like a careerin Records Management?
LOTS of options
Successful candidate qualities?
Database literate
Trustworthy with sensitive information
Ability to delegate
You probably won’t be able to do EVERYTHING in the cycle!
Ability to determine what needs to be handled
Slide8Records Management Vocabulary
Accession log
List of code numbers assigned to each record that shows the next available code number in a numeric filing system
Aka accession book OR…number list.
Bar code
Do you really need this definition?!
Unique pattern of printed vertical lines and spaces containing information that is read electronically
Slide9Records Management Vocabulary
CD and DVD, -R, -ROM, -RW, and WORM
Compact disc and Digital Versatile discs
BOTH defined as ‘optical discs’
R = Recordable
Record once, replay infinitely
Same as a WORM
Write Once, Read Many
ROM = Read Only Memory
Pre-recorded
RW = Rewritable
Can record and then record over
Slide10Records Management Vocabulary
Charge out & follow up
Procedure for fulfilling requests to borrow records (charge out) and for making sure that records are returned on time and
refiled
correctly (follow up)
Coding
Marking the units in the name or subject under which a record will be filed
Correspondence
Incoming AND outgoing communication in written form
Snail mail, email, faxes, etc.
Slide11Records Management Vocabulary
Cross-reference
Hopefully another ‘duh’
An entry directing attention to another related heading.
Directs a person to look elsewhere for a record or more information
Database
File of related records all of which should share the same fields
Completed customer app will have name, address, social and DOB, etc.
Slide12Records Management Vocabulary
Digital record
Created by a computer system
Electronic mail
Incoming and outgoing messages sent electronically by way of computer networks
Fax
Facsimile
Machine that scans a document and converts it to electronic signals to send, and converts the signals and prints a copy to receive
Slide13Records Management Vocabulary
Field
A position set aside for a specific type (piece) of information
Name, address, phone number, etc.
Slide14Records Management Vocabulary
File
A collection of related records arranged in a systematic way and stored either manually or electronically
Ex. A patient’s medical history with a particular doctor
All visits for that patient (‘related records’) are stored in the same file (systematic by customer name), probably in order of date of visit
Filing
Arranging records into predetermined sequences
Alphabetic
Numeric
Subject
Date
Slide15Records Management Vocabulary
Filing indexing unit
A number, letter, or word (or any combo) used as part of the filing segment
Filing segment
The entire name, subject, or number used for filing purposes
Guide
Divider with a captioned tab that is used to separate and identify sections in a file to facilitate retrieval of records
Slide16Records Management Vocabulary
Indexing
Selecting the filing segment under which to store a record and determining the order in which the units should be considered
Proper names or business names with several words
Information
Data that are contained in records and that are meaningful or useful
Data is the raw, information is processed
Slide17Records Management Vocabulary
Microimage
records
Records that are photographed in reduced sizes and stored on microfilm or microfiche.
OCR
Optical Character Recognition
The process of scanning printed characters or photos and converting them to digital format
Like a fax machine without sending; just stores the information
Slide18Records Management Vocabulary
Records
All materials preserved for future reference
Records manager
Person responsible for controlling the cycle of an organization’s records, as well as the maintenance, protection, and preservation
Cycle?
Creation, use, storage, retrieval, disposition
Slide19Records Management Vocabulary
Records retention & disposition schedule
List of types of records that indicates for each type how long it is to be maintained and when it may be destroyed
Release mark
Symbol placed on a record, usually in the form of initials, a code, or a stamp, indicating that the record is ready to be filed
Basic Records
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