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?

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 Signup and view all the answers

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

The long-term value of the material. 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?

Create a link between the photograph and its original file. Signup and view all the answers

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

Because of their large size or unconventional form. 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?

To make sure there is a logical connection to the original file or context of the documents. Signup and view all the answers

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

Wrapped around the outside of core tubes. 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?

Transferring them directly to the archival institution. Signup and view all the answers

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

To understand the context and meaning of the photographs. Signup and view all the answers

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

Keeping them in acid-free folders, individually. Signup and view all the answers

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

The risk of fire. Signup and view all the answers

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

To appraise them and assign an action date for destruction or transfer. 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?

Rolled inside cardboard tubes Signup and view all the answers

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

It must be kept alongside equipment on which it could be played. Signup and view all the answers

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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Description

This quiz explores the unique methods required for managing and storing special format records, such as maps, photographs, and digital media. Participants will learn to identify different types of special format records and understand the necessary processes for their effective management. Join us to enhance your skills in handling records that demand special treatment.