Managing Special Format Records

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Questions and Answers

What is the primary reason for sometimes storing special format documents away from their original context?

  • To maintain the confidentiality of the records.
  • To ensure the documents can be accessed by more users.
  • For practical reasons, such as specialized conservation or retrieval needs. (correct)
  • To make room for other records in the original file.

When special format records are separated from their original files, what is crucial to maintain?

  • A digital copy of the original file.
  • A physical link between the records.
  • A link that allows users to understand the connection between the separated records and the original file. (correct)
  • The original storage location of the file.

Which of the following is NOT mentioned as a type of special format record?

  • Audiotape
  • Maps and plans
  • Microfilm (correct)
  • Moving images

When requesting a special media item like a photograph, what are the two ways a user should be able to access?

<p>Request the original file, see the reference to the special media item, and then request the item or request the item from an index and then request the appropriate original file (B)</p> Signup and view all the answers

What determines whether special storage containers are provided for records like maps or plans?

<p>The long-term value of the material. (C)</p> Signup and view all the answers

If a photograph is taken out of a file for specialized care, what action is MOST important to take?

<p>Create a link between the photograph and its original file. (B)</p> Signup and view all the answers

Why might computer printouts be considered a type of special format record?

<p>Because of their large size or unconventional form. (C)</p> Signup and view all the answers

What is a crucial action to take when documents in specialized formats have been extracted from their original context and stored elsewhere?

<p>To make sure there is a logical connection to the original file or context of the documents. (D)</p> Signup and view all the answers

What is the recommended primary storage method for maps, plans, and engineering drawings intended for long-term preservation?

<p>Wrapped around the outside of core tubes. (A)</p> Signup and view all the answers

When records are intended for permanent retention, what is the most suitable course of action according to the guidelines?

<p>Transferring them directly to the archival institution. (C)</p> Signup and view all the answers

Why is it essential to retain the link between photographs and other records?

<p>To understand the context and meaning of the photographs. (C)</p> Signup and view all the answers

Which of the following best describes the recommended practice for storing photographs?

<p>Keeping them in acid-free folders, individually. (D)</p> Signup and view all the answers

What is the primary concern regarding the storage of nitrate-based film?

<p>The risk of fire. (D)</p> Signup and view all the answers

What actions should be taken for audiovisual materials, according to the provided text?

<p>To appraise them and assign an action date for destruction or transfer. (B)</p> Signup and view all the answers

Where is the most appropriate place for storing maps, plans and drawings that are not meant for long term retention?

<p>Rolled inside cardboard tubes (A)</p> Signup and view all the answers

What is a key consideration when storing audiotape within a records center?

<p>It must be kept alongside equipment on which it could be played. (D)</p> Signup and view all the answers

Flashcards

Special format records

Records that require special handling due to their format, such as maps, photographs, audiotapes, and electronic records.

Managing records in special format

The process of managing records that are not in standard formats, such as maps, photographs, or electronic files.

Maintaining the link between records

Preserving the link between a special format record and its original context, even when they are physically separated.

Storage of media materials

Storing records in a way that ensures their long-term preservation, appropriate to their value.

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Special storage containers

Storing records in special containers or facilities to protect them from damage or deterioration.

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Special storage for short-term records

It's generally not a good use of resources to provide special storage for records that will be destroyed soon.

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Indexing specialized media

Organizing and categorizing special format records to make them easily retrievable.

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Storage of media materials

Storing records in a way that ensures their long-term preservation, appropriate to their value.

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Storing Maps, Plans, and Drawings

Maps, plans, and engineering drawings should be stored in plan cabinets with drawers or vertical plan cabinets with hangers. If unavailable, use cardboard tubes to protect them.

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Storing Photographs

Photographs should be kept in acid-free folders, individually, and in a controlled environment. A specialized indexing system is needed to link photographs with other records.

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Storing Moving Image Film

Moving image film requires special storage conditions. Nitrate-based film poses a fire risk and should not be accepted, while safety stock film can be stored under controlled conditions.

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Storing Audiotape

Audiotape requires the same storage conditions as film.

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Storing Videotape

Videotape should be stored in conditions similar to those used for electronic records.

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Audiotape Playback

Audiotape should be kept with equipment that can play the tape.

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Audiotape Access

Audiotape can be kept in a reference room for authorized users.

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Acquiring Storage Equipment

Records center staff should strive to buy suitable storage equipment when records are transferred. If records are permanent, consider directly transferring them to an archival institution. Otherwise, a designated area with appropriate storage equipment should be allocated.

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Study Notes

Managing Records in Special Formats

  • Special formats require unique storage and management methods.
  • Documents may need to be separated from their original contexts for practical reasons.
  • Standard boxes/bundles are often insufficient for special format records.
  • Records requiring special treatment include maps, photographs, moving images, audiotape, electronic records, and computer printouts.

Learning Objectives

  • Identify types of special format records.
  • Explain methods for managing and storing special format records.

Managing Records in Special Formats (Detailed)

  • Practical need to separate documents in special formats from their original context.
  • Most records are paper based, suitable for standard boxes and bundles.
  • Some records won't fit standard spaces or require special handling (maps/plans, photos).
  • Links must be maintained between special format records and their original files.
  • The methods for linking special media items to the file from which they were extracted must be established

Methods for Management and Retrieval

  • Users can request the original file containing the special format media item.
  • Users can search indexes for special format media and retrieve the original file.
  • Links must be created to connect extracted special format media to their original context.

Caring For Records in Special Formats

  • Materials should be stored in suitable conditions based on their long-term value.
  • Special storage containers may not be necessary for temporary records (e.g. maps/plans with one- or two- year retention periods).
  • Maps/plans/drawings/photographs can be wrapped around core tubes for long-term preservation or rolled inside cardboard tubes.
  • Photographs should be stored in acid-free folders in a controlled environment.
  • Specialist indexing may be required to link photographs and other related records.

Audiovisual Materials (e.g. film, tapes)

  • Moving image film, especially nitrate-based film, requires particular storage conditions due to potential fire risk.
  • Safety stock film can be stored under controlled conditions.
  • Audiotapes should be stored under similar conditions as film and with playback equipment for retrieval.

Electronic Records

  • Guidelines & mechanisms for storing electronic records are constantly changing.
  • Electronic records' storage should adhere to relevant archival procedures.
  • Electronic records should be stored in environments free of dust and magnetic fields.
  • Electronic records should be protected against temperature and humidity fluctuations.

Computer Printouts

  • Computer printouts on continuous paper may not fit standard storage boxes.
  • Larger containers or bundling may be necessary.
  • Records Managers need to ensure the records office to identify the likelihood of receiving such printouts.
  • Computer printouts should receive appraisal and have action dates to avoid indefinite retention. Records not needed indefinitely should be transferred.

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