Basic Records

Basic Records Basic Records - Start

2015-09-27 43K 43 0 0

Basic Records - Description

Management Concepts. OT 122. Chapter One. Intro. 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 . ID: 142052 Download Presentation

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Basic Records




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Presentations text content in Basic Records

Slide1

Basic RecordsManagement Concepts

OT 122

Chapter One

Slide2

Intro

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.

Slide3

Why 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?

Slide4

The 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?

Slide5

Impact of Technologyon Records Management

Umm…DUH!

Less paper

Cheaper

Faster

Easier

Safer (more secure)

Can see who’s been looking at what

Slide6

ARMA.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

Slide7

Would 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

Slide8

Records 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

Slide9

Records 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

Slide10

Records 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.

Slide11

Records 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.

Slide12

Records Management Vocabulary

Digital record

Created by a computer system

E-mail

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

Slide13

Records Management Vocabulary

Field

A position set aside for a specific type (piece) of information

Name, address, phone number, etc.

Slide14

Records 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

Slide15

Records 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

Slide16

Records 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

Slide17

Records 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

Slide18

Records 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

Slide19

Records 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


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