Retrieving and Using Records - IMD237 PDF

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 7 MANAGEMENT Management of Records Centre Retrieving and using records Learning Objectives Describe the main procedure in providing access to records managed in the recods...

IMD237: FUNDAMENTALS OF RECORDS CENTER Chapter 7 MANAGEMENT Management of Records Centre Retrieving and using records Learning Objectives Describe the main procedure in providing access to records managed in the recods center. Identify the importance and purpose of Issue form. Recognize the function and purpose of Issue sticker. Identify types of indexes used to facilitate access to records in records center. Explain the retrieval procedures in the records center. Retrieving and using records Providing access Issue form Issue sticker Types of index Retrieval procedures  It is critical to the success of the records centre that information and files held there are easily and quickly retrieved. Records centre staff should also be able and willing to provide action officers with advice on the use of the facilities. Staff should ensure that there is controlled access to the records held for each office. Originating or transferring agencies have a right, stated in the legislation or policies, to consult any of their records held in the records centre. Such records should be returned to the records centre when the consultation is completed.  It is the duty of the records centre staff to see that records issued in this way are duly returned. In general, records centre facilities are not available to the public. Public access to documents is provided by the archival institution, subject to statutory provisions. In some cases, access is provided directly by agencies. Only in rare circumstances is access provided by the records centre. Providing Access To Records 1. Only the office that created the records are allowed to borrow a records from RC. 2. External researchers may also consult records, if authorization is received from the CA. 3. RC must check this authorization and see proof of identify before producing records. 4. They may choose to consult records in the RC rather than by asking for them to be issued out on loan. 5. Records that are still subject to security classification may only be seen by those who have the appropriate security clearance. 6. On arrival, visitors should record in the attendance register their name, position and research purpose, etc. 7. Request to borrow records may be made: ❑ By Post ❑ By telephone ❑ In person 8. RC should plan for regular deliveries by looking at: Staff time Resources 9. CA should be supplied with copies of RC Request Form. 10. The issue form has the following information on it: agency details reference number of the record requested title of the file or description of the record requested box number. Issuing By Post When an office wishes to borrow a record, the records office will send three copies of the completed records centre request form to the records centre. The issue form has the following information on it: agency details reference number of the record requested title of the file or description of the record requested box number. If no box number is provided, it is necessary to consult the master transfers file appropriate to the requesting office. This contains the box number and also its location. One issue form (with its duplicates) should be used for each record requested. The records will be delivered to the requesting office against a receipt. Telephone/Fax ⚫ RC must obtain all the details information and make out an issue form to include it. ⚫ The records will be delivered to CA against a receipt. In person request for records ⚫ RC staff must obtain all details information and complete the issue form. ⚫ Records will be handed only to an authorized messengers. ⚫ The records can also be made available for inspection by authorised officers of the originating office (or persons specifically authorised by them), in the supervised reference room of the records centre. The purpose of Issue Sticker: 1. Identify the record as having been issued by RC 1. Remind officers to return it at the proper time. 1. Help RC to replace it in the proper place. 1. Identify the record as a returned issue and not as a new transfer. 1. Be a ready reference marker in checking how often records are used. Name: Address: Telephone: ON LOAN FROM THE RECORDS CENTRE PLEASE RETURN AS SOON AS POSSIBLE Box Number _________________________ Records Centre Issue Sticker The purposes of Issue Form 1. To control the movement of records 1. To control the replacement of records 1. To be compile as a statistics of use. 1. As a guide to identify the box no, the location register and the file. Types of index Issued Out Index - control the movement of records by providing a reference to physical location Request Control Index - help to control the tracking of records by prompting for action Returned Issued Index - as a reference to know the returned issued records  Receive Issue Form Consult location register Write location code on form Take issue form to shelf and identity the box Take out record Replace with cardboard marker CHART OF RETRIEVAL PROCEDURES Clip top copy of issue form to box Attach issue sticker to record Dispatch records Get signatures on 2nd copy of issue form File issue forms in issued out index and issues control index