retention
filing systems
Filing
filing supplies
pot luck
100
needed for smooth operation of business, are replaceable but would be inconvenient to replace (letters, reports, bank records)
What are useful records
100
alphabetic, numeric, geographical, subject
What are types of filing systems
100
Checking to see that a document is ready for filing
What is inspecting
100
can be manila; either 8 1/2 x 11 or 8 1/2 x 14 inches
What is a file folder
100
Files that are used more than 3 times a month; should be kept in an accessible area
What are active files
200
cannot be replaced and should not be destroyed (deeds, tax returns)
What are vital records
200
uses letters of the alphabet; its simple, uses dictionary arrangement, and is a direct-access system
What is alphabetic filing
200
The supervisor's initials, file stamp, "file" or other mark that tells you a document is ready for filing
What is a release mark
200
Tabs on a file folder, in various widths (straight, 1/2, 1/3, 1/5)
What are cuts
200
a records transfer system where records are continuously transferred from the active to the inactive files
What is Perpetual Transfer
300
have no future value, may be destroyed once they have been used (memos)
What are nonessential records
300
system best suited for insurance companies (to file by policy numbers), law firms and social agencies (filing by case numbers)
What is numeric filing
300
Determining the name, number, subject or geographic location to be used in storage
What is Indexing
300
Heavy pressboard material that is used to separate file drawer sections
What is a file guide
300
Records that have historical importance to the organization and are preserved permanently
What are archive files
400
necessary for orderly continuation of business but are replaceable (financial statements)
What are important records
400
The most expensive system to set up and maintain; requires experienced personnel, lots of cross-referencing, and an index of headings
What is subject filing
400
Marking the units of the filing segment or name by which the record is to be stored.
What is Coding
400
Otherwise known as hanging files
What are suspension files
400
Records that are used less than 15 times a year; and may be stored in a less accessible area.
What are inactive files
500
States the period of time a record is retained; how long records should be in active files; and the length of time records should be retained
What is the retention schedule
500
System that is useful for utility companies, sales organizations and government agencies; records are grouped according to location
What is geographic filing
500
Software that is used to enter, organize, index, sort and retrieve information
What is database software
500
File system with the drawers roll out sideways, uses less space than a vertical file drawer
What are lateral files
500
records transfer system where active records are transferred to inactive status at the end of a stated period of time
What is Periodic transfer
M
e
n
u