Records Storage and Retrieval Systems LIS 513 Fall 2014.
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Records Storage and Retrieval Systems LIS 513 Fall 2014
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Transcript of Records Storage and Retrieval Systems LIS 513 Fall 2014.
Records Storage and Retrieval Systems
LIS 513
Fall 2014
Criteria for Selecting Records Storage and Retrieval Systems
The format of the record The use of the stored records Frequency of use Personnel who use the records Space requirements or limitations Protection and security Length of retention period
Criteria for Selecting Records
Storage and Retrieval Systems The Format of the Record What is the format now?
What will the format be in the future?
Criteria for Selecting Records
Storage and Retrieval Systems The Use of the Stored Record Used only for reference?
Is there “transaction filing” occurring?
Criteria for Selecting Records
Storage and Retrieval Systems Frequency of Use Relates to Productivity and Costs
Has a bearing on personnel, floor space, and maintenance cost for records storage
Expansion of files may hinge on Reference Ratio
Criteria for Selecting Records
Storage and Retrieval Systems Personnel Who Use the Records People who must use the records storage
equipment
Filing equipment resources expended depends on who will be using the equipment – high salary vs. lower salary
Criteria for Selecting Records
Storage and Retrieval Systems Space Requirements or Limitations How much space is available? How much will floor space cost?
Two important considerations: Air space Aisle space
Criteria for Selecting Records
Storage and Retrieval Systems Protection and Security Do records need extra security? Do you have to limit access? Are they archival? Do they need to be protected from
extremes of heat and cold? Are these vital records which REALLY
need to be protected from disasters?
Criteria for Selecting Records
Storage and Retrieval Systems Length of Retention Period How long do these records need to be
held?
If retention period is short, don’t spend a lot on filing equipment!
Storage and Retrieval Systems
For Active Records
Types of Retrieval Systems
Standard, vertical file-drawer cabinets
Lateral, file-drawer cabinets
Open-shelf file units
High-density file units
Automated or Power Filing Units
Types of Retrieval Systems
Standard, Vertical File-drawer Cabinets
Most often used for paper-based records
Each drawer holds 2,500 to 3,000 documents
Best for: Records which are only referenced Records accessed by only a few people
Types of Retrieval Systems
Standard, Vertical File-drawer Cabinets
DISADVANTAGES: Amount of floor space required is high.
Only one file worker can access the files in a cabinet at a time
Types of Retrieval Systems
Lateral File-drawer Cabinets
Filing cabinets which open broadside
Designed for quick and easy access to records
ADVANTAGES: Requires less floor space than vertical filing cabinets If storing legal records, stores more records per
square foot
Types of Retrieval Systems
Open-Shelf File Units
“Bookshelf” cabinets
Provides Easy Access to Records
Best used for high-use records where security is not a concern
Open-Shelf File Units
Advantages Allows 20-40% faster
filing and re-filing
Open shelf units require the least floor space of any filing equipment – 50% less than vertical
Disadvantages Individual file folders
must be removed from shelves for referencing
No security or prevention of unauthorized access
Types of Retrieval Systems
High-density Storage Units
Used for storage of large volumes of highly-active records
Held on rails – slides from side to side
Similar to open-shelf cabinets but, mobile
High-Density Storage Units
Advantages Storage of active
records/files is much higher per square foot than other filing systems
Disadvantages Much higher cost
compared to other systems
A “permanent” installation with tracks on the floor
Very heavy!!
Types of Retrieval Systems
Automated or Power Filing Units
Also called power systems
Ideal for very large quantities of records which must be retrieved VERY frequently
Often used in centralized operations
Different versions of these systems
Advantages and Disadvantages are the same as high-density manual systems
File Classification SchemesBriefly
Numerical + Growth is uniform + Greater security
than alpha system - Retrieval slower than
alpha system An indirect access
system
Alphabetical + Retrieval faster than
numerical system A direct access system
- Growth is not uniform - Less security than
numerical system
