Ch03 records management
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This document discusses rules 5 through 8 for alphabetic indexing. Rule 5 covers how to file personal and business names that include titles or suffixes. Rule 6 discusses ignoring articles and particles when filing names. Rule 7 provides guidance on filing numbers that are written out or in digits within names. Rule 8 indicates that organizations and institutions should be filed according to the name on their letterhead. The document also provides examples of how to handle cross-referencing for hyphenated names, divisions/subsidiaries, changed names, and similar names.
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Ch02 records management
Ch02 records managementxtin101 This document discusses rules for alphabetic indexing and cross-referencing of records in a filing system. It outlines 4 main rules for indexing units in filing segments: 1) order of personal and business name units, 2) treatment of minor words/symbols, 3) disregarding punctuation and possessives, and 4) handling single letters and abbreviations. Cross-referencing involves creating references to indicate alternate storage locations for records filed under different names.
Chapter 04
Chapter 04Kristin Harrison This document discusses rules for alphabetic indexing. It covers rules for titles and suffixes in personal and business names (Rule 5), articles and particles in names (Rule 6), numbers in names (Rule 7), and organizing institutions (Rule 8). It also provides examples of cross-referencing names that are hyphenated, changed, similar, or divisions of larger companies. The document is from a textbook on records management and aims to explain best practices for alphabetically organizing names and other index terms.
Records management
Records managementreneedyer This document provides an overview of records management. It discusses the definition of records and how they are classified and used. Records have administrative, legal, and historical value. Records management involves planning, organizing, controlling, and leading the records through their life cycle, which includes creation, maintenance/use, and disposition. Records are indexed and coded for storage and retrieval using rules that determine filing order. Common storage methods include alphabetic, numeric, subject, and geographic systems. Equipment like file cabinets, folders, and labels aid in properly storing records.
Ch04 records management
Ch04 records managementxtin101 This document provides rules for alphabetic indexing of records. Rule 9 discusses sorting identical names by city, state/province, street, and house number. Rule 10 covers indexing government names, with the level of government (local, state, federal, foreign) determining the order of units in the name. Cross-references are suggested for foreign names. Subject titles may also be used as key indexing units, with subdivisions and correspondent names following.
Ch08 records management
Ch08 records managementxtin101 The document discusses subject records management systems. It describes how records are stored and retrieved by their subject rather than by names. Records are filed under main subject titles and subdivisions. Indexes and cross-references are required to help locate records indirectly. Storing records properly involves inspecting, indexing, coding, cross-referencing, sorting, and storing files in alphabetical order. Retrieving records uses the indexes and OUT indicators to find requested records. Understanding subject filing systems is important for efficient records retrieval.
Chapter 05
Chapter 05Kristin Harrison This document outlines rules for alphabetic indexing of records, including:
- Rule 9 details filing order for identical names, sorting first by address components.
- Rule 10 provides guidelines for indexing government names, sorting by jurisdiction level and most distinctive name elements.
- Foreign government names are indexed by translating the name to English and sorting distinctive name elements.
- Subject titles may also be used for filing, sorting by the subject, subdivisions, correspondent name.
baim_ch02
baim_ch02baim08 The document outlines rules for alphabetic filing and indexing of records. It discusses indexing the key units in personal names by surname, given name, and middle initial. For business names, each word is a separate unit indexed as written. Minor words like articles and prepositions are separate units. Punctuation is disregarded. Initials and abbreviations are treated as single units. Cross-referencing is used for unusual names, hyphenated surnames, alternate names, and similar names to aid retrieval.
Ch07 records management
Ch07 records managementxtin101 This document discusses best practices for storing, retrieving, and transferring files as part of an effective records management program. It outlines key aspects of records storage such as retention schedules, inventorying records, different storage locations, and methods for retrieving and tracking records. The document also covers procedures for transferring records to inactive storage, tracking destruction dates, and using software to manage records.
Ch06 records management
Ch06 records managementxtin101 1) Alphabetic records management involves storing records according to the letters of the alphabet using various storage equipment like file cabinets and shelf files.
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Ch09 records management
Ch09 records managementxtin101 This document discusses numeric records management systems which arrange records based on assigned numbers. There are several key components of a numeric records management system: numbered guides and folders to organize the files, an accession log to track assigned numbers, and an alphabetic index to reference file numbers. Records can be stored consecutively by assigned number or using other methods like terminal-digit or middle-digit storage depending on the needs and size of the organization.
Ch05 records management
Ch05 records managementxtin101 This document discusses electronic file management and databases. It covers the following key points:
- A database is a collection of related data organized for rapid search and retrieval. It contains tables with fields and records.
- Database programs like Microsoft Access allow users to search, sort, and generate reports from database tables.
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- Electronic records have a lifecycle that includes creation, use, maintenance, and disposition according to retention schedules. File management involves storage, movement, backup, and deletion of records.
Ch10 records management
Ch10 records managementxtin101 This document discusses different methods for organizing records geographically. It describes geographic records storage as a system for storing and retrieving records based on location. There are advantages like related records being filed together, but disadvantages like needing to know the location to find records. Arrangements depend on factors like the business type and how locations are referenced. Major methods include dictionary, encyclopedic, and compass term arrangements, which organize records alphabetically with guides and indexes. Effective storage and retrieval requires procedures like inspecting, indexing, cross-referencing, sorting, and different guide plans.
Chapter 6 subject classification operation
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Ch11 records management
Ch11 records managementxtin101 This document discusses electronic records, image records, and records management. It covers:
1) The definitions of electronic records, which are digitized data stored on electronic media, and image records, which are digital or photographic representations of records.
2) Types of storage media like magnetic media (hard drives, tape) and optical media (CDs, DVDs).
3) Procedures for indexing, retrieving, storing, and ensuring security of electronic records.
4) The use of imaging technologies like microfilming, digitization, and optical storage to create archival copies of records.
imr504 classification and filing system week 4
imr504 classification and filing system week 4Ahmad Shahir Mohamed Jalil This document discusses the creation and control of files. It defines what a file is and describes different types of files such as policy, operational, administrative, and case files. It outlines what information should be included on file covers and how documents should be filed in the correct order. Methods of filing such as back to front and front to back are described. The document also discusses creating new files, assigning titles, closing files, and tools to ensure file actions are completed like the KIV (Keep In View) system.
9781305119215 rm, 10e ch03
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imr504 classification and filing system week 1
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Chapter 06
Chapter 06Kristin Harrison The document discusses alphabetic records management and storage. It describes various equipment, supplies, and procedures used to store physical records alphabetically, including file cabinets, guides, folders, labels, and sorters. The advantages of alphabetic storage include its ease of use and ability to group related records, while disadvantages include potential for misfiling and inability to group records for different names together. Selection of a storage system depends on volume of records and expected activity.
imr504 classification and filing system week 2
imr504 classification and filing system week 2Ahmad Shahir Mohamed Jalil Classification is the process of organizing records into groups based on common characteristics. The primary reason for classification is to provide an overview of an organization's information and how the records fit together. It recognizes differences in records and allows for growth while providing guidance to users. An effective classification system is easy to understand, use, and maintain while supporting the organization's needs. It groups records by function and uses common terminology familiar within the organization.
baim_ch10
baim_ch10baim08 This document discusses geographic records storage methods. It describes how geographic records are organized based on location and indexed using alphabetic and numeric systems. Geographic information systems (GIS) are also covered as a way to manage large volumes of geographic data and display it on maps. The advantages and disadvantages of geographic records storage are outlined. Various storage arrangements, indexing methods, and retrieval procedures for geographic records are also summarized.
Chapter 09
Chapter 09Kristin Harrison 1) Numeric records management systems arrange records based on numbers for easy expansion and confidentiality. It requires an index to locate records.
2) Consecutive numbering systems assign numbers sequentially without interruption. Numbered guides and folders are used to store and retrieve records along with an accession log and alphabetic index.
3) Nonconsecutive numbering systems like terminal-digit, middle-digit, and chronological storage assign numbers in different groupings or by date for alternative storage and retrieval methods.
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baim_ch09
baim_ch09baim08 This document summarizes various numeric records management systems. It describes consecutive numbering systems and their components like numbered files, guides, and an accession log. It also describes terminal-digit and middle-digit storage methods where numbers are divided into groups separated by spaces or hyphens. Various numeric coding systems are mentioned that combine letters, numbers, and punctuation to classify records. Database software can be used to simplify creation and sorting of accession logs and alphabetic indexes for numeric storage systems.
Chapter 1
Chapter 1farrah ain This document discusses the management and functions of a record centre. It begins by defining what records are and explaining that most become semi-current and are transferred to a record centre. The record centre is a central storage facility for semi-current records pending their disposal. It provides secure, low-cost storage and allows for efficient retrieval of records until their approved destruction date according to disposal schedules. Key responsibilities of a record centre include receiving, storing, and disposing of records, as well as providing reference services to creating agencies. Security, organization, and cost-effectiveness are important characteristics to ensure records are protected and easily accessible.
imr504 classification and filing system week 3
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Records Centre ManagementAhmed Noman This document discusses records center management and was prepared by Mr. Ahmed Noman. It defines a records center as a facility for low-cost storage of semi-current records pending disposal. There are three types of records centers: national, departmental, and commercial. National records centers are established by governments to store government records, departmental centers store records for individual departments, and commercial centers provide storage as a private business. The document outlines characteristics of effective records centers such as security, cleanliness, orderliness, and efficiency of retrieval and disposal.
Chapter 2
Chapter 2farrah ain The document discusses the appraisal and disposition of records. It defines appraisal as the process of determining a record's value and deciding how long it should be kept. Disposition refers to the actions taken with records after appraisal, such as transferring, destroying, or preserving them. An important outcome of appraisal is a disposal schedule that prescribes retention periods and disposition instructions for records. The document outlines the multi-step process that organizations should follow for properly appraising, scheduling, and disposing of their records over time.
Record management bab 1
Record management bab 1George Adarsha This chapter introduces key concepts in records management. It discusses the challenges posed by the growing information explosion. Records management is defined as the systematic control of records from creation through final disposition. Records are classified based on their use, place of use, and value to the organization. The functions of records management include planning, organizing, leading and controlling records according to their lifecycle stages of creation, distribution, use, maintenance and final disposition. Emerging trends like electronic records, email, document imaging and e-commerce are also discussed.
baim_ch03
baim_ch03baim08 - Rule 5A discusses indexing personal names, stating that titles, suffixes, and professional suffixes are the last indexing unit. It provides examples.
- Rule 5B states that titles in business names are indexed as written.
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baim_ch04
baim_ch04baim08 Rule 9 describes how to determine filing order when names are identical. It outlines using city names, state/province names, street names including directional prefixes and numbers, and house/building numbers to differentiate identical names. ZIP codes are not considered. Rule 10 outlines using government names at the local, state, federal, and foreign levels as the primary indexing units. Cross-referencing is also used to file foreign business and government names originally in a non-English language under their English translation.
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9781305119215 rm, 10e ch03Kristin Harrison This document provides an overview of alphabetic indexing rules 1-4 for records management. It discusses the need for alphabetic order in filing systems and defines key terms like indexing, filing segments, indexing units, and coding. The four main rules covered are: 1) indexing order of units for personal and business names, 2) treatment of minor words/symbols in business names, 3) disregarding punctuation in names, and 4) handling single letters, abbreviations, and initials. Examples are provided for each rule along with guidelines for cross-referencing records.
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baim_ch10
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2) Consecutive numbering systems assign numbers sequentially without interruption. Numbered guides and folders are used to store and retrieve records along with an accession log and alphabetic index.
3) Nonconsecutive numbering systems like terminal-digit, middle-digit, and chronological storage assign numbers in different groupings or by date for alternative storage and retrieval methods.
Staffing and personal management
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baim_ch09
baim_ch09baim08 This document summarizes various numeric records management systems. It describes consecutive numbering systems and their components like numbered files, guides, and an accession log. It also describes terminal-digit and middle-digit storage methods where numbers are divided into groups separated by spaces or hyphens. Various numeric coding systems are mentioned that combine letters, numbers, and punctuation to classify records. Database software can be used to simplify creation and sorting of accession logs and alphabetic indexes for numeric storage systems.
Chapter 1
Chapter 1farrah ain This document discusses the management and functions of a record centre. It begins by defining what records are and explaining that most become semi-current and are transferred to a record centre. The record centre is a central storage facility for semi-current records pending their disposal. It provides secure, low-cost storage and allows for efficient retrieval of records until their approved destruction date according to disposal schedules. Key responsibilities of a record centre include receiving, storing, and disposing of records, as well as providing reference services to creating agencies. Security, organization, and cost-effectiveness are important characteristics to ensure records are protected and easily accessible.
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Chapter 2
Chapter 2farrah ain The document discusses the appraisal and disposition of records. It defines appraisal as the process of determining a record's value and deciding how long it should be kept. Disposition refers to the actions taken with records after appraisal, such as transferring, destroying, or preserving them. An important outcome of appraisal is a disposal schedule that prescribes retention periods and disposition instructions for records. The document outlines the multi-step process that organizations should follow for properly appraising, scheduling, and disposing of their records over time.
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Access2013 ch03
Access2013 ch03xtin101 This document provides instructions for maintaining a Microsoft Access 2013 database, including how to add, update, filter, and delete records; update table and field properties; create queries; and format reports. Procedures covered include adding new fields, creating lookup fields, specifying validation rules and formats, updating records using forms and queries, filtering records using various criteria, and updating reports to reflect changes in tables. The document contains screenshots to illustrate each step.
Access Chapter 02
Access Chapter 02xtin101 This document provides instructions for performing various querying tasks in Microsoft Access 2013, including:
1. Creating queries using Design view and including fields, text and numeric criteria, and saving queries.
2. Joining tables in queries, creating reports and forms from queries, and exporting query data to other applications.
3. Performing calculations and statistics in queries, creating crosstab queries, and customizing the Navigation Pane.
Excel Chapter 03
Excel Chapter 03xtin101 This document provides objectives and instructions for using Excel 2013 to work with large worksheets, create charts and perform what-if analysis. It covers topics such as rotating text, creating month name series, formatting cells, inserting sparkline charts, applying chart filters, and using goal seek for what-if questions. The objectives are to learn skills for managing large worksheets, visualizing data through charts, and analyzing data through various what-if scenarios.
Excel Chapter 02
Excel Chapter 02xtin101 This document provides objectives and instructions for Chapter 2 of a Microsoft Excel 2013 textbook. The chapter covers entering formulas using the keyboard or point mode, applying functions like MAX, MIN and AVERAGE, verifying formulas, formatting worksheets by applying themes, date formats and conditional formatting, adjusting column width and row height, checking spelling, changing print settings and margins, and printing sections of a worksheet.
Excel Chapter 01
Excel Chapter 01xtin101 This document provides step-by-step instructions for creating worksheets and charts in Microsoft Excel 2013. It describes how to enter and format text and numbers, calculate sums using functions, copy cells using fill handle, apply cell styles, insert and format charts, change worksheet properties, and preview and print worksheets. The objectives covered include describing Excel worksheets, entering and summing data, formatting cells, inserting pie charts, changing tab names and colors, using AutoCalculate for statistics, and correcting errors.
PowerPoint Chapter 03
PowerPoint Chapter 03xtin101 This chapter discusses how to reuse and customize presentations in PowerPoint 2013. It covers how to add media like photos, videos, and audio; apply effects and animation; change themes and variants; and print handouts. The objectives are to learn how to insert various media types, control audio and video playback, add entrance, emphasis and exit effects, modify animation timing, customize themes and colors, and print handouts from a presentation.
PowerPoint Chapter 2
PowerPoint Chapter 2xtin101 This document provides instructions for enhancing presentations in Microsoft PowerPoint 2013 with pictures, shapes, WordArt, backgrounds, and notes. It describes how to search for and apply themes, insert and format pictures and shapes, add text and effects, change fonts and slide backgrounds, find and replace text, check spelling, and print speaker notes. The objectives are to learn how to enhance slides visually and make text more interesting with these various tools and formatting options in PowerPoint.
PowerPoint Chapter 01
PowerPoint Chapter 01xtin101 This document provides instructions for creating and editing a presentation with Microsoft PowerPoint 2013. It covers how to choose a theme, create title and text slides, add and format text, insert and modify pictures and illustrations, duplicate slides, add transitions, view a slideshow, and print the presentation. The instructions are broken down step-by-step with screenshots to illustrate each task. The overall goal is to guide users through building a presentation with various slide layouts, formatting text, including graphical elements, and enhancing the slideshow.
Word Chapter 03
Word Chapter 03xtin101 This document provides instructions for creating a business letter with a letterhead and table in Microsoft Word 2013. It describes how to change margins and insert/format shapes, clip art images, symbols and tables. It also covers how to apply styles, insert the current date, create and modify building blocks, format tables, address envelopes and insert bulleted lists. The steps are broken down into individual tasks like inserting a table, entering data, aligning cells and merging cells.
Word Chapter 02
Word Chapter 02xtin101 This document provides instructions for creating a research paper in Microsoft Word with proper citations and a bibliography. It describes how to modify styles, change formatting, insert page numbers and citations, create footnotes, edit sources, and generate a bibliography. The objectives are to demonstrate how to properly format a research paper, insert citations and their sources, and create a works cited page using MLA style guidelines.
Word Chapter 01
Word Chapter 01xtin101 This document provides instructions for creating, formatting, and editing a Word document with pictures. It describes how to enter and format text; insert and format pictures; add page borders and adjust spacing; check spelling, move and delete text; change theme colors; and print or read the document. The chapter aims to teach the basics of working with Word documents through a project of making a flyer with text and a picture.
Chapter 10 Communications and Networks
Chapter 10 Communications and Networksxtin101 Digital communications involves the transfer of data between sending and receiving devices via communications channels. Networks connect computers and devices together, providing advantages like facilitating communications, sharing resources, and transferring information. The chapter describes various network types including LANs, WANs, MANs, and PANs, as well as different network architectures, topologies, standards, protocols, communications software, lines, devices, transmission media, and how to set up a home network.
Chapter 8 Digital Storage
Chapter 8 Digital Storagextin101 This chapter discusses different types of digital storage used in computing. It describes internal hard disks and their characteristics like tracks, sectors and platters. External hard disks and RAID configurations are used to improve storage capacity and reliability. Flash memory provides alternatives like solid state drives, memory cards and USB drives. Cloud storage holds data on internet servers. Optical discs include CDs, DVDs and their read/write capabilities. Larger organizations use enterprise storage such as RAID, NAS, SAN and tape drives to manage large volumes of data and information. A variety of other storage methods are also covered like magnetic stripe cards, smart cards, RFID and microfilm.
Chapter 09 Operating Systems
Chapter 09 Operating Systemsxtin101 This document summarizes the key functions and types of operating systems. It describes how operating systems start up and shut down devices, provide user interfaces and memory management, run programs, and connect to networks. It also outlines several popular desktop operating systems like Windows, Mac OS, Linux, and Chrome OS, as well as server systems and mobile platforms such as Android, iOS, and Windows Phone. The document provides an overview of operating system functions to coordinate hardware, software, and user tasks.
Chapter 05 Digital Safety and Security
Chapter 05 Digital Safety and Securityxtin101 This document summarizes the key topics covered in Chapter 5 of Discovering Computers on digital safety and security. It defines digital security risks and types of cybercriminals. It describes various internet and network attacks and ways to prevent unauthorized computer access. It also discusses techniques used to protect against software piracy, the use of encryption and digital signatures, and issues around information privacy, accuracy, and ethics.
Chapter 06 Inside Computers and Mobile Devices
Chapter 06 Inside Computers and Mobile Devicesxtin101 The chapter describes the various components inside computers and mobile devices, including the case, motherboard, processor, memory, adapters, buses, power supply, and batteries. Processors contain a control unit and ALU and perform a machine cycle of four basic operations. Memory stores operating systems, programs, and data in volatile RAM or nonvolatile ROM. Adapters provide additional functions and connections. Buses allow communication between components. Power supplies and batteries provide power to run the devices.
Chapter 3 Computers and Mobile Devices
Chapter 3 Computers and Mobile Devicesxtin101 The document summarizes different types of computers and mobile devices. It describes desktops, laptops, tablets, smartphones, servers, terminals, game devices, embedded computers and cloud computing. It also discusses ports and connections, protecting hardware from theft or damage, and health concerns related to technology use.
Chapter 4 Programs and Apps
Chapter 4 Programs and Appsxtin101 This document summarizes Chapter 4 of the book "Discovering Computers", which discusses different types of programs and applications. It describes how operating systems interact with apps and hardware, and categorizes common programs into productivity applications, graphics and media software, personal interest applications, communications applications, security tools, and file/disk management tools. Key features of each category are defined along with examples like word processors, spreadsheets, databases, antivirus software, backup tools and more.
Chapter 02 The Internet
Chapter 02 The Internetxtin101 The chapter discusses the history and evolution of the Internet from its origins as ARPANET in 1969. It describes how individuals and devices connect to the Internet via both wired and wireless connections. The chapter also explains key Internet concepts like IP addresses, domain names, browsers, websites, search engines, social media, and various media types. Additionally, it covers other Internet services such as email, instant messaging, video chatting, and their appropriate usage as outlined by netiquette guidelines.
Chapter 01 Digital Literacy
Chapter 01 Digital Literacyxtin101 This chapter introduces concepts of digital literacy including differentiating between computers, mobile devices, and their uses. It describes the relationship between data, information, and how they are input and output using various devices. The chapter explains the internet, web, browsers, and search engines. It discusses digital security risks and precautions. Finally, it outlines how technology is used in various sectors of society like education, government, and healthcare.
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- 2. Rule 5: Titles and Suffixes • Personal names – A title, seniority suffix, or professional suffix is the last unit – Numeric suffixes are placed before alphabetic suffixes – Single names with royal or religious titles are filed as written 2
- 3. Rule 5: Titles and Suffixes 3
- 4. Rule 5: Titles and Suffixes • Business names – Titles and suffixes are indexed as written – “The” is the last unit 4
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- 7. Rule 7: Numbers in Names 7
- 8. Rule 8: Organizations & Institutions • Filed according to the name written on the letterhead • Examples – Banks and other financial institutions – Schools, colleges, and universities – Hospitals, hotels, and clubs 8
- 9. Rule 8: Organizations & Institutions 9
- 10. Cross-Reference Examples • Popular and coined names – File records under the official name – Cross-reference the popular name 10
- 11. Cross-Reference Examples • Hyphenated names – File records under the official name – Cross-reference each surname combination 11
- 12. Cross-Reference Examples • Divisions and subsidiaries – File records under the division or branch name – Cross-reference the parent company name 12
- 13. Cross-Reference Examples • Changed names – File records under the new name – Cross-reference the former name 13
- 14. Cross-Reference Examples • Similar names – A SEE ALSO cross-reference indicates similar names – Only the similar part of the name is cross-referenced 14