Definition - Copying can be a valuable process for the

management of current records and for access to and

dissemination of information.
It is also a tool used for the purposes of preservation.

1. Electrostatic copies
Records Office
(photocopies/hard
copies)
Secure & fireproof
3 types of copying process
Storage 4.7. Media Conversion 2. Micro-form
Safe for highly classified files

3. Digital copies
Separate arrangements for
vital records
to ease storage problems

Entry strictly controlled

to secure/preserve
Reasons for copying records
Doors & windows locked

to make records available at various

Windows fitted with location/ubiquitous
security grills or bars

Definition - The records office will

Fire prevention & control - ban of 4.1. Storage & Security perform a number of housekeeping
smoking, fire extinguisher, Security activities in order to maintain its
installation of smoke detectors current records systems.
4.6. Housekeeping
Records Office location - Conducting file censuses
Ground floor

Activities Tracing missing files

3 Equipment requirements - volume of records, the

level of use made of them & degree of confidentiality Recalling outstanding files

4.2. Equipment CHAPTER 4

Vertical filing cabinet Definition - a records office should know the location at all
MAINTAINING AND times of every file for which it is responsible. A system to
USING FILES record each file movement must be established and strictly
Lateral Filing Cabinet implemented. This system may be manual or computerized.
4.5. Documenting
circulation
File Transit Sheet
1. Files stored by the series,
sub-series and file number
File Request Form
Controlling tools
2.Labelled filing cabinets,
cupboards & shelves In-Use Sheet/Card
4.3. Identifying and
Retrieving Files
3. the identification codes may be visible on the
1. who has authority to access and use files, including any special
spines when the files are stacked vertically.
restrictions on particular categories of files (such as classified files and
other confidential files, including personnel files)
4.4. Rules and 2. how the circulation of files is to be recorded and who is responsible for
4. colour coding to identify series and
even individual files procedures of file ensuring that the documentation is kept up to date
movement 3. when files may pass directly from one action officer to another and when
they must pass through the records office
4. how long an action officer may retain a file without reconfirming the
withdrawal.