Fundamentals of Records Management Chapter 7
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Questions and Answers

What is the primary responsibility of the records center staff regarding issued records?

  • To ensure the records are kept permanently by the borrowing office.
  • To guarantee the records are returned promptly after consultation. (correct)
  • To classify them according to their security level.
  • To offer them to the general public for research.

    • Who generally has the right to consult records held in a records center?

  • Originating or transferring agencies. (correct)
  • Any member of the public.
  • Other records centers staff.
  • External researchers without authorization.

    • Under what circumstance is public access to documents typically provided?

  • By the originating agencies under any circumstances.
  • By any department that has had contact with the record before.
  • Directly by the records center.
  • By the archival institution, subject to statutory provisions. (correct)

    • Which of the following is NOT a typical method for requesting to borrow records from a records center?

    <p>By fax. (C)</p> Signup and view all the answers

    What specific action must a records center take when an external researcher requests access?

    <p>Verify authorization from the controlling agencies and check the visitor's identity. (D)</p> Signup and view all the answers

    Who has access to classified records held within the records center?

    <p>Only individuals with the appropriate security clearance. (B)</p> Signup and view all the answers

    What information should visitors record upon arrival at the records center?

    <p>Their name, position, and research purpose. (D)</p> Signup and view all the answers

    Besides being returned, what is another option external researchers have regarding record consultation in the records center?

    <p>Consulting the records in the records center rather than borrowing them. (B)</p> Signup and view all the answers

    What two primary factors should the Records Centre (RC) consider when planning regular deliveries?

    <p>Staff time and resources (A)</p> Signup and view all the answers

    When an office requests a record, how many copies of the completed records centre request form are sent to the records centre?

    <p>Three (D)</p> Signup and view all the answers

    What action should be taken if a box number is missing from a record request?

    <p>Consult the master transfers file for the requesting office (A)</p> Signup and view all the answers

    For an in-person record request, to whom are the records handed?

    <p>Authorized messengers only (A)</p> Signup and view all the answers

    Which of the following is NOT a purpose of the Issue Sticker?

    <p>To identify the record as authorized for disposal (A)</p> Signup and view all the answers

    Besides controlling the movement of records, what is another purpose of the Issue Form?

    <p>To control the replacement of records and compile statistics of use (C)</p> Signup and view all the answers

    What information does the issue form provide, besides the agency details and reference number?

    <p>The title of the file or description of the record requested and the box number. (A)</p> Signup and view all the answers

    What is the primary function of the issue sticker in helping with record management?

    <p>To act as a ready reference marker for checking record usage. (C)</p> Signup and view all the answers

    Flashcards

    Providing Access To Records

    The process of allowing authorized individuals or organizations to access and use records stored in a records center.

    Issue Form

    A form used to request the retrieval of a record from a records center. It typically includes details of the requester, the record requested, and the purpose of access.

    Issue Sticker

    A sticker attached to a record when it is issued from a records center. It typically contains information such as the date of issuance, the borrower's name, and the due date for return.

    Types of Indexes

    Tools used to locate and retrieve specific records in a records center. These can include alphabetical indexes, subject indexes, numerical indexes, or chronological indexes.

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    Retrieval Procedures

    The procedures followed to retrieve and issue records from a records center based on requests received. This may involve using indexes, locating the record, filling out paperwork, and handing over the record to the authorized borrower.

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    Who can access records from the RC?

    Only the agency that created or transferred the records can request to consult them.

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    External access to records

    Researchers from outside the organization can consult records if they receive authorization from the Chief Archivist (CA).

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    Security and Access Control

    Records center staff must verify the researcher's identity and authorization before providing access to classified records.

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    Planning for Record Delivery

    The Records Centre (RC) must ensure regular delivery of records to the Client Agency (CA) by considering staff time and available resources.

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    RC Request Form

    The RC Request Form is a document used to request records from the Records Centre.

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    Number of Issue Forms

    Three copies of the completed Issue Form are sent with each record request from the RC to the requesting agency.

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    Information on the Issue Form

    The Issue Form includes important information about the requested record, such as agency details, reference number, title, and box number.

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    Purpose of the Issue Sticker

    The Issue Sticker helps identify records that have been issued, reminds officers to return them, aids in replacing the record, and allows for tracking usage.

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    Purpose of the Issue Form

    The Issue Form serves as a method to track the movement of records, control their replacement, compile usage statistics, and provide guidance for locating the record's box and location register.

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    Importance of the Issue Form

    The Issue Form is critical for maintaining accurate records, tracking their location, and gathering statistics on their use.

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    Study Notes

    Fundamentals of Records Center Management - Chapter 7: Management of Records Centre - Retrieving and Using Records

    • Learning Objectives:

      • Describe the procedure for accessing records in a records center.
      • Understand the importance and purpose of issue forms.
      • Identify the function and purpose of issue stickers.
      • Recognize different types of indexes used for record access.
      • Explain retrieval procedures within the records center.

    • Retrieving and Using Records:

      • Providing access: Critical for smooth record retrieval.
      • Issue form: Used to document record requests.
      • Issue sticker: Marks issued records and facilitates tracking.
      • Types of index: Needed for efficient record location.
      • Retrieval procedures: Step-by-step instructions for retrieving records.

    • Critical Success Factors:

      • Records must be easily and quickly retrievable.
      • Center staff should provide guidance and advice on record use.
      • Controlled access to records in each office is crucial.
      • Originating/transferring agencies have the right to consult records. These records must be returned after consultation.

    • Public Access:

      • Generally, records center facilities are not accessible to the public.
      • Public access to documents is granted by archival institutions. This access is subject to legal regulations.
      • In some cases, access may be directly granted by the relevant agencies.
      • Record center access is, mostly, provided only in exceptional circumstances.

    • Providing Access to Records:

      • Only the originating office can borrow records.
      • External researchers can consult records with authorization from a responsible body (e.g., the head of the department).
      • The records center must verify the authorization by confirming proof of identity.
      • Researchers can consult records instead of borrowing them in the center.
      • Access to records under security classification requires appropriate clearance.
      • Visitors need to register their details (name, position, purpose) upon arrival.

    • Request to Borrow Records:

      • Borrow requests can be made via mail, phone, or in person.
      • The records center should plan for regular deliveries.
      • Staff time and resources should be considered.
      • The records center must be supplied with the records' request form. Form includes agency details, record reference, title/description of record requested, and box number.

    • Issuing Records Via Mail:

      • Three copies of the completed records center request form are sent to the records center from the requesting office.
      • The issue form must contain the records details.
      • If the requesting office didn't provide a box number, it's necessary to check with the master transfer file for the required information.
      • A single issue form (with duplicates) is used for each requested record. Confirmation (receipt) is important.

    • Telephone/Fax Requests:

      • The records center must collect all necessary information and create the issue form.
      • The records are delivered to the authorized recipient upon confirmation.

    • In-Person Requests:

      • Staff obtain and complete all request details on the issue form.
      • Records are given to an authorized representative for the recipient.
      • Records can also be inspected at a supervised location in the records center by authorized people.

    • Issue Sticker Purpose:

      • Identifies the record as issued by the records center.
      • Reminds staff to return the record on time.
      • Indicates the appropriate placement of the record in the center.
      • Distinguishes a returned record from a new transfer.
      • Provides a reference for reviewing record usage frequency.

    • Records Center Issue Sticker Format:

      • Includes recipient's name, address, and telephone number.
      • Explicitly states that the record is borrowed from the records center and needs to be returned promptly.
      • Includes a space for box number.

    • Records Centre Request Form:

      • Includes spaces for box number, agency details, file number, file title, date of loan, signatures, and date of return.

    • Issue Form Purposes:

      • Tracking record movement.
      • Facilitating record replacement.
      • Generating usage statistics.
      • Identifying records by their box number, location register, and file.

    • Types of Index:

      • Issued Out Index: Helps with locating records from their physical location.
      • Request Control Index: Controls the tracking of records by prompting for action; helping with record management.
      • Returned Issued Index: A reference for checking returned records.

    • Retrieving Procedures:
      A series of steps for precisely retrieving records (see slide with chart).

    • Records Centre Reminders:

      • Issued for records borrowed more than a month ago. Reminders prompt for return of overdue records.

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    Retrieving and Using Records - IMD237 PDF

    Description

    Explore Chapter 7 of Fundamentals of Records Center Management, focusing on the procedures for retrieving and using records effectively. This quiz covers essential topics including issue forms, issue stickers, indexes, and retrieval procedures within a records center. Understand the best practices for ensuring efficient record access and management.

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