Chapter 6 03

ACTIONS OD DIPOSITIONS
Transfer to the records centre
Transfer to archival unit
Records Retention, Transform into microfilm
Retrieval & Travel
RECORDS ACCESSIBILITY
04
Active records : use regularly,
CONCEPT OF APPRAISAL & DIPOSITION 3 times a month
01
Appraisal : Process of determining Inactive records : use less
the value of records for further than 15 times a year
use
Disposition : Action taken as the
RETENTION & DESTRUCTION SCHEDULE
consequences of appraisal to remove 05
Transfering inactive records to
record from active storage
storage
Destroying records with short-
PROCESS OF APPRAISAL
02 term value
Collect data & information

about the record RECORDS RETRIEVAL (STEPS TO

Form a depatmental committee of 06
DEVELOP SYSTEMS)
appraisal 1. Requesting records & folders
2. Charging out records & folders
RECORDS CLASSIFICATION RECORDS CRITERIA 3. Cancelling charge out for
returned records
Vital (payroll records) Primary value 4. Following up borrowed record
Useful Secondary value 5. Reserving records
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CHAPTER 6

MANUAL CHARGE-OUT & CHARGE OUT RECORDS & ADVANTAGES &

FOLLOW-UP REQUESTING FOLDER (Method used in DISADVANGATES OF
RECORDS & FOLDERS charge out) CENTRALIZED RECORD CENTRE

1. Name or code of records Advantages : High security

1. OUT Guide
2. Date level for the record
2. The requisition sheet
3. Name of borrower & department Disadvantage : Need to invest
3. OUT Folder
4. Check out date on a large costly shelving
4. Carrier Folder
5. Due date for returning

ELECTRONIC RECORD,
RECORDS TRANSFER RECORD CENTRE
BARCODE, FILE TRACKER

ELECTRONIC RECORD : Created through RECORD CENTRE : Central

RECORDS TRANSFER : Process of repository where an organization
the information technology devices
moving inactive records from the can store & manage records
USING BARCODE CHARGE OUT : Fast &
office to inactive storage area TYPES OF RECORDS CENTRE ;
accurate systems that gather &
TRANSFER BOXES CHARGE OUT : 1. Centralized : Where all physical
transmit data into computer
Removable tops allows quick access documents located
FILE TRACKER : Number usage of file,
EQUIPMENT: Expensive storage 2. Decentralized : Whee all physical
when the current usage, data to be
equipment document located across the
destroyed, number of file exist
entire office

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