RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 10Geographic Records Management

Copyright 2011 South-Western, Cengage Learning

Geographic Records Storage

• A system for storing and retrieving records by location • Examples of use• Organizations that operate in several locations• Scientific studies or collections• Property records• Tracking construction or maintenance activities

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Geographic Records Storage

• Advantages– Records for operations relating to a specific location are

filed together– Groups of related records are easily moved

• Disadvantages– The user must know the geographic location or consult

an index to find records– Guide and folder arrangements can be complex

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Geographic Records Arrangements

• Arrangements depend on several factors– The type of business– The way reference is made to records (city, state)– The geographic areas related to records

• Divisions move from major to minor units– Country name– State name– City name– Correspondent’s name

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Compass Terms

• Compass points used as part of a company name or subject

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Compass Terms, Scientific Records

• Compass points are treated as adjectives and placed after the names

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Dictionary Arrangement

• Records are arranged in alphabetic order • All types of entries (names, subjects, and

titles) are interfiled• Lettered guide plan

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Dictionary Arrangement

• Records are arranged in alphabetic order • All types of entries (names, subjects, and

titles) are interfiled• Location name guide plan

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Encyclopedic Arrangement

• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Lettered guide plan

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Encyclopedic Arrangement

• Records are arranged in alphabetic order • Contains major divisions and subdivisions• Location name guide plan

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Geographic Records Indexes

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• Numeric file list• Alphabetic index• Master index

Storage and Retrieval Procedures

• Inspecting• Indexing• Coding

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Storage and Retrieval Procedures

• Cross-referencing– Names of organizations having more than one address– Organizations located at one address and doing business

under other names at other locations– A foreign country name in the foreign language

• Cross-reference sheet• Cross-reference guide

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• SEE ALSO cross-reference

Storage and Retrieval Procedures

• Sorting• Storing– Lettered guide plan– Location name guide plan

• Retrieving– Requisition– Charge-out– Follow-up

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