Records Center Management Chapter 4.2

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Questions and Answers

What is a key characteristic of a model records center in terms of storage efficiency?

Equal ratio of linear meters of shelf space to square meters of floor space.

Low ratio of linear meters of shelf space to square meters of floor space.

A moderate ratio of linear meters of shelf space.

High ratio of linear meters of shelf space to square meters of floor space. (correct)

When choosing a location for regional records centers, what factor is most important?

Proximity to major transport hubs.

Cost of land in the area.

The level of local service that will be offered. (correct)

Availability of local suppliers.

What is the primary objective when storing materials in a records center?

To store as much material as safely as possible in as little space as possible. (correct)

To maximize accessibility for staff.

To prioritize aesthetic appeal and design.

To ensure frequent reorganization.

Why is it recommended to include some adjustable shelving in a records center?

To provide storage for different sized records. Signup and view all the answers

What is the purpose of conducting a pilot project before implementing a new record care system?

To test the functionality of the system and gain experience for personnel. Signup and view all the answers

What is the primary action to take with non-current records from designated locations?

Appraise, schedule, and transfer them to the records centre. Signup and view all the answers

What is a crucial factor to consider when designing shelving heights in a record centers?

The physical reach of staff members from the floor or with simple equipment. Signup and view all the answers

Which is NOT a key consideration when establishing a records center according to the context?

The aesthetic appearance of the storage area. Signup and view all the answers

What should be tested as part of establishing a successful record keeping process?

Reference retrieval. Signup and view all the answers

How is high density usually achieved in record center storage?

By stacking shelving as high as possible. Signup and view all the answers

What should a pilot program be evaluated for, in the context of establishing a record keeping process?

To identify and correct flaws and problems. Signup and view all the answers

Who is responsible for contacting agencies to integrate them into the records centre system according to a planned and prioritized schedule?

The records centre manager Signup and view all the answers

Which of the following is an element that should be evaluated regularly?

The quality and relevance of key components of the records centre program Signup and view all the answers

What is a key difference between the majority and minority of records in the records center in terms of storage?

The majority can be stored in standard containers, while the minority require special handling. Signup and view all the answers

What is the primary goal of conducting a survey during the planning phase of a records center?

To gather information for calculating the size and capacity of the new center. Signup and view all the answers

What is the recommended approach for costing procedures performed in the records center?

Estimating the proportion of total resources allocated to each service. Signup and view all the answers

What is a potential outcome for creator agencies who use the records centre's services?

May be required to pay charges for each of the services offered. Signup and view all the answers

What is a key aspect to consider regarding the long-term occupancy of a records center?

Records transferred in to the center should be balanced by records transferred out. Signup and view all the answers

Which of the following is NOT a typical result obtained from a records systems survey?

The exact number of employees needed for the center. Signup and view all the answers

Why is it important to consider the organization's overall development plan when deciding on a physical site for a records center?

To align the location of the center within the broader organizational strategy and vision. Signup and view all the answers

Which of the following methods is used in a 'survey on existing practice'?

Conducting site visits to established records centers. Signup and view all the answers

What does a 'survey of potential customers' involve when planning a records center?

Interviewing stakeholders to understand their needs. Signup and view all the answers

Which of these is the most important reason to collect information about existing record systems during the planning of a records center?

To determine the size and scope of the center. Signup and view all the answers

A survey on existing practices is done for what purpose?

To find out best practices and guidelines of record centers in the field. Signup and view all the answers

Study Notes

Fundamentals of Records Center Management - Chapter 4.2

Learning Objectives (Planning and Developing Records Centers): This section details additional steps beyond chapter 4.1, including: collecting records system info, deciding on a physical site, constructing/adapting a building, a pilot project for selected agencies, establishing a full records service, caring for diverse records formats, and determining costing plans.

Collecting Information About Records Systems

Survey Purpose: The survey's aim is to understand the center's expected contents and calculate related service planning impacts. This needs to gather relevant information to form a well-planned records center.
Capacity Considerations: Records centers typically reach full capacity quickly but shouldn't significantly expand thereafter. Records transferred in should balance out those transferred out, as dictated by disposal schedules.
Survey Uses: Survey findings are used to: establish retirement policies for non-current records, gather info to create disposal schedules, determine the total volume of non-current records to be stored, calculate record creation rates by different agencies, estimate expected retrieval/reference activity, and estimate the optimal size and capacity of the record center.
Survey Methods: Two types of surveys exist: those focused on best practices from existing centers and those aimed at potential customers. Methods for information collection include observations, interviews, questionnaires, and database searches of literature for guidelines, as well as site visits to existing records centers.

Deciding on a Physical Site For the Records Center

Location Considerations: The location should align with the organization's overall development plan. Factors like cost, central location, security, and service provision are crucial. Branch or regional centers warrant the same careful consideration regarding the services to be provided locally.

Constructing or Adapting a Building for Use as a Records Center

Essentials of a Model Center: Secure, clean, and spacious warehouse features are necessary. Cost-effective and easily managed racking or shelving systems are essential and should adhere to high local standards.
High-Density Design: High ratios of shelving to floor space are a critical aspect of a cost-effective records center. The goal is to maximize space usage.
Special Accommodations: While the majority of records can be stored in standard boxes/bundles, some materials (maps, plans, photos, audio-visual items, and electronic records) may require customized storage solutions and handling due to differing physical characteristics
Layout Considerations: A typical layout involves a search room, office space, storage area, and work area.

Conducting a Pilot Project

Importance: A pilot project is recommended before launching any new records systems. The pilot's goal is to evaluate system functionality and provide personnel experience.
Agency Selection: Agencies should be chosen carefully for the pilot project. Non-current records from the selected agencies should be assessed, scheduled, and transferred to the records center. Retrieval processes are also to be tested. The project outcomes will then be evaluated to pinpoint and address potential shortcomings.

Establishing a Full Records Service

Phased Implementation: Bring involved agencies into the record center system according to established priorities and a set schedule.
Managerial Responsibilities: The records center manager is responsible for contacting agencies, coordinating arrangements, and the scheduling process.
Continuous Evaluation: Regularly assess and evaluate records center services, including staffing, costs, physical facilities, service quality and efficiency to serve records center users effectively.

Caring for Records in Special Formats

Standard Formats: The majority of the records maintained at the center will have a standard storage format (mostly paper-based). This allows records to be stored on shelves in standardized boxes and bundles.
Specialized Needs: Some specialized physical formats (maps, plans, audio-visual materials, electronic records) demand special handling to ensure their stability and accessibility.

Determining a Plan for Costing Services

Comprehensive Control: Costing protocols should thoroughly review all aspects of record management and storage operations.
Costing Capabilities: All managerial personnel involved must have the competence to produce accurate and reliable cost estimations for the overall service and any of its major components.
Resource Allocation: Procedures can be costed through estimating the percentage of overall resources allocated to records centre operational activities annually (e.g. salaries, rental, and equipment purchase or lease costs related to facilities). Additionally, chargeable services, as well as associated fees, must be considered when calculating the total costs.
Fees for Services: Creator agencies using records center services may be charged for specific services provided, including record transfer, retrieval, reference consultation, and advice on records management.

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Description

Explore the key concepts in planning and developing records centers as outlined in Chapter 4.2. This quiz will test your understanding of capacity considerations, survey purposes, and service planning impacts essential for effective records management.