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Questions and Answers
Which of the following is NOT a key characteristic of a well-managed records center?
Which of the following is NOT a key characteristic of a well-managed records center?
What does 'custodial security' primarily address in a records center?
What does 'custodial security' primarily address in a records center?
Why should record box markings not directly indicate contents?
Why should record box markings not directly indicate contents?
What are the primary goals of maintaining order within the records center?
What are the primary goals of maintaining order within the records center?
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What is a key component of environmental security in a records center?
What is a key component of environmental security in a records center?
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Why must researchers often obtain permission from creating agencies before accessing records?
Why must researchers often obtain permission from creating agencies before accessing records?
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Which of the following is a critical measure for maintaining cleanliness in a records center?
Which of the following is a critical measure for maintaining cleanliness in a records center?
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What does the principle of 'efficiency and economy' imply for a records center?
What does the principle of 'efficiency and economy' imply for a records center?
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What is a primary reason for the cost-effectiveness of a records center compared to an active office building?
What is a primary reason for the cost-effectiveness of a records center compared to an active office building?
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What is a crucial factor to consider when planning space in a records center to optimize space?
What is a crucial factor to consider when planning space in a records center to optimize space?
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According to the guidelines, what activity should be strictly prohibited in the records center?
According to the guidelines, what activity should be strictly prohibited in the records center?
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What is the purpose of regular checks in a records center with regards to records?
What is the purpose of regular checks in a records center with regards to records?
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What design element of a records center makes it less expensive than an active office building?
What design element of a records center makes it less expensive than an active office building?
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What is the main objective of organizing records efficiently in a records center?
What is the main objective of organizing records efficiently in a records center?
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How are records arranged to help optimize space in the records center?
How are records arranged to help optimize space in the records center?
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What is crucial for optimizing space in a records center, based on the guidelines?
What is crucial for optimizing space in a records center, based on the guidelines?
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Study Notes
IMD237: Fundamentals of Records Center Management - Chapter 3
- Records centers must be safe, secure, clean, efficient, and economical
- A records center must be capable of storing all designated semi-current records in various media and provide dependable retrieval services
Learning Objectives
- Identify the main characteristics of a records center
- Describe differences among characteristics: Custodial Security, Environmental Security, Security and Access, Cleanliness and Order, Efficiency and Economy
Introduction
- A records center should be safe, secure, clean, efficient, and economical.
- It should effectively store and allow retrieval of all designated semi-current records from various media.
Characteristics of Records Center
- Security: Custodial Security, Environmental Security, Security and Access
- Cleanliness and Order: Records should be clean, protected from damage, and organized to locate easily
- Efficiency and Economy: Records must be retrievable swiftly and disposed of efficiently. Records should be stored effectively, minimizing space and costs
Security
- The transfer of records to a records center is only worthwhile if the center is completely secure.
- Essential for security: environmentally secure
- Security involves both custodial security (physical access control) and environmental security (preventative measures against damage) ensuring both inside and outside building protection with preventative measures constantly in place
Security: Custodial Security
- Maintain high security levels around the records center (RC).
- Individuals should be easily identifiable (e.g., visitor ID badges)
- Only authorized personnel should access records.
- Specific areas should be designated for classified documents.
- Office areas should be staff-guarded during working hours and guarded at night.
- The records center manager is responsible for controlling building keys (or access codes).
- Record access using push-button controls or combination locks should be controlled (codes numbered and kept in secure cabinets).
- Spare keys should be stored in a separate, secure location.
- RC must be included in disaster plans
Security: Environmental Security
- The records center (RC) should be sheltered from potential hazards (fires, floods, etc.)
- Automatic alarms and constant monitoring of the area are essential.
- The RC should have systems for intruder detection and alarm systems coupled with police/security forces.
- Staff must understand how to use fire extinguishers and emergency procedures.
- Regular alarm testing is required.
- Disaster plans should be created and reviewed.
Security: Security and Access
- Records boxes should have no markings revealing their contents.
- Records box contents should be difficult to easily identify from the outside.
- Records storage should be in randomly selected locations
- Only authorized individuals (normally from record agencies) should gain access to records.
- Researchers need permission from the original agency to access records.
- Individuals entering the records center must comply with rules and supervision.
Cleanliness and Order
- The records center (RC) should be regularly cleaned and inspected.
- Records should be protected from damage, dirt, and infestation
- Eating, drinking, and bringing food into the center is prohibited.
- Smoking is also prohibited
- Records should be kept in proper order to retrieve swiftly.
- Records should be placed in labelled containers or wrapped.
- Regular checks should maintain proper location of items
Efficiency and Economy
- Every record in the RC should be retrievable quickly and easily.
- Records should be disposed of following pre-determined schedules.
- Maintain high quality storage preventing loss and damage.
- Records should be effectively organized to identify and retrieve them quickly
Economy
- The unit cost of space in a records center is normally less than that of active office buildings.
- Records centers are less expensive than active office buildings due to designed/adaptable nature.
- Records can be densely stored in records centers.
- Records centers are designed to optimize and efficiently retrieve records.
- Specialized records require specialized storage and retrieval processes.
Optimizing Space
- Plan RC space by calculating:
- The quantity of backlog records
- The creation rate of new records
- Rules for retirement/removal of current records
- Retention policy (disposal schedules)
- Legal requirements
Additional Notes from the Slides
- Records are kept in boxes/cartons on shelves in a compact, dense manner
- Staff uses hydraulic lifts to move records cartons.
- Ladders and catwalks aid staff in accessing higher levels of records.
- A sample of a records box/carton is shown.
Reference
- IRMT (1999). Managing records in records centre. London: International Records Management Trust.
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Description
Explore the essential characteristics of a records center in this quiz covering Chapter 3 of IMD237. Learn about custodial security, environmental security, and the importance of cleanliness and efficiency. Test your understanding of how records centers operate effectively and economically.
