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췢Ʊע_Records Management, 8th Edition

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内容提示: AUTHORSJudith ReadInstructor & Department ChairComputer Information SystemsPortland Community CollegePortland, OregonMary Lea Ginn, Ph.D.Coordinator, Institutional Review BoardUnion Institute & UniversityCincinnati, OhioEditorial ConsultantCincinnati, OhioCONTRIBUTING AUTHORSVirginia A. Jones, CRM, FAIVAJones AssociatesNewport News, VirginiaDianne S. RankinEducational Media DevelopmentMonticello, KentuckyAustralia • Brazil • Japan • Korea • Mexico • Singapore • Spain • United Kingdom • United Sta...

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AUTHORSJudith ReadInstructor & Department ChairComputer Information SystemsPortland Community CollegePortland, OregonMary Lea Ginn, Ph.D.Coordinator, Institutional Review BoardUnion Institute & UniversityCincinnati, OhioEditorial ConsultantCincinnati, OhioCONTRIBUTING AUTHORSVirginia A. Jones, CRM, FAIVAJones AssociatesNewport News, VirginiaDianne S. RankinEducational Media DevelopmentMonticello, KentuckyAustralia • Brazil • Japan • Korea • Mexico • Singapore • Spain • United Kingdom • United StatesCopyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. 췢Ʊע_Records Management, Eighth EditionJudith Read and Mary Lea GinnCOPYRIGHT © 2007 South-Western, a part of Cengage Learning.Printed in the United States of America1 2 3 4 5 09 08 07 06Student EditionISBN-13: 978-0-538-97448-6ISBN-10: 0-538-97448-6Student Edition with CDISBN-13: 978-0-538-72956-7ISBN-10: 0-538-72956-2ALL RIGHTS RESERVED.No part of this work covered by the copyright hereon may bereproduced or used in any form or by any means—graphic,electronic, or mechanical, including photocopying, recording,taping, Web distribution or information storage and retrievalsystems, or in any other manner—without the writtenpermission of the publisher.For permission to use material from this text or product,submit a request online at www.cengage.com/permissions.For more information about our products, contact us at: South-Western5191 Natorp BoulevardMason, Ohio 45040USAVP/Editorial Director:Jack W. CalhounVP/Editor-in-Chief:Karen SchmoheAcquisitions Editor:Jane PhelanProject Manager:Penny ShankProduction Project Manager:Darrell E. FryeMarketing Manager:Valerie A. LauerMarketing Coordinator:Kelley GilreathManufacturing Coordinator:Charlene TaylorArt Director:Linda HelcherPhoto Researcher:Darren WrightConsulting Editors:Dianne S. RankinCarol L. RuhlProduction House:Graphic World Inc.Printer:RR DonnelleyWillard, OHInternal and Cover Designer:Diane Gliebe Cover Images:©Getty ImagesCopyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. PrefaceRECORDS MANAGEMENT, Eighth Edition, continues the strong traditionof serving as an introduction to the increasingly comprehensive field of recordsand information management. New information continues to grow at a rapidrate, which causes the field of records and information management to be in astate of flux. This edition emphasizes principles and practices of effectiverecords management for manual and electronic records systems. This approachoffers practical information to students as well as to professionals at manage-rial, supervisory, and operating levels. Emphasis is placed on the need to un-derstand the changes occurring with the volume of information, the need forcompliance to government regulations, and advances in technology. As a text for students in post-secondary institutions, RECORDS MAN-AGEMENT, Eighth Edition, may be used for short courses or seminars em-phasizing filing systems or longer courses such as quarter or semester plans.Basic manual systems concepts and the concepts needed for understandingelectronic records storage and retrieval methods are discussed and applied.As a reference book, this latest edition of RECORDS MANAGEMENTserves several purposes. It presents sound principles of records and informationmanagement that include the entire range of records—paper, image records,and electronic media used in computerized systems. Although the key man-agement functions as they relate to records management are introduced, em-phasis is placed upon control for ensuring that the records system achieves itsstated goals. Professionals who direct the operation of records systems will findthis edition to be valuable because the rules in the textbook agree with the lat-est standard filing rules presented by ARMA International.How the Text Is OrganizedThe text consists of four parts organized into 12 chapters.■ Part 1 introduces the student to the expanding area of records man-agement.■ Part 2 centers on alphabetic storage and retrieval methods for manual andelectronic systems. Transferring records from active storage according toestablished records retention schedules is also discussed.■ Part 3 presents a detailed description of adaptations of the alphabeticstorage and retrieval method; namely, subject, numeric, and geographicstorage methods.Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. PrefaceivC H A P T E R2L e a r n i n g O b j e c t i v e sAlphabetic Indexing Rules 1-41. Explain the need for indexing rules inalphabetic storage of records and theimportance of following these rulesconsistently.2. Index, code, and arrange personal andbusiness names in indexing order ofunits.3. Index, code, and arrange minor wordsand symbols in business names.4. Index, code, and arrange personal andbusiness names with punctuation andpossessives.5. Index, code, and arrange personal andabbreviations.6. Apply alphabetic filing procedures.7. Prepare and arrange cross-referencesfor personal and business names.8. Sort paper records.9. Find information in database records.business names with single letters andNEED FOR ALPHABETIC ORDERAs you studied in Chapter 1, records serve as the memory of an organization.vide decision makers with the right information when it is needed. To storeA filing method, sometimes called a storage method, describes the way in whichphabetic, subject, numeric, and geographic methods of storage. Alphabeticstorage in Chapter 9, and geographic storage in Chapter 10. The most com-mon filing method is alphabetic.cording to the letters of the alphabet. Sounds simple, right? Everyone knows the췢Ʊע_Records also help an organization conduct business. Business records help pro-records in an efficient way, some type of filing or storing method must be used.records are stored in a container, such as a filing cabinet. This text presents al-storage is discussed in Chapters 2 to 7, subject storage in Chapter 8, numericThe alphabetic filing method is a method of storing records arranged ac-alphabet. However, consistently accurate alphabetic filing is not that simple.How do businessrecords helpdecision makers?IndexingIndexing is the mental process of determining the filing segment (or name) bythat follows a particular system. The filing segment is the name by which ameans determining the name that is to be used in filing. The name is usuallyon a record. In the letter shown in Figure 2.1, the filing segment is the name ofBecause accurate indexing is necessary for quick retrieval, the indexing steping step in the storage procedure. In an alphabetic arrangement, the selectionwill be found quickly when it is needed. If the wrong name is selected, muchWhen selecting a filing segment, choose the name most likely to be used inwhich a record is to be stored and the placing or listing of items in an orderrecord is stored and requested. In alphabetic storage, the process of indexingeasily recognized. On correspondence, the name may appear in various placesthe person to whom the letter is addressed.is extremely important. Careful, accurate indexing is perhaps the most exact-of the right name by which to store (the filing segment) means that the recordtime will be wasted trying to locate the record when it is eventually requested.asking for the record, usually the most important one. You will learn morePart 2: Alphabetic Storage and Retrieval34What is indexing?What is a filingsegment?Filing SegmentFigure 2.1 Filing Segment on a Letter■ Part 4 covers records and information management technology, which in-cludes an update of image systems and the technology that integrates thecomputer with other automated records systems. In addition, the needfor controlling paperwork and electronic records problems are reviewedfor both large and small offices. The records audit, the records and infor-mation manual, knowledge management, and developing and imple-menting a disaster recovery plan conclude the discussion of a comprehen-sive records and information management program.Key FeaturesThe eighth edition of RECORDS MANAGEMENT was completely re-designed for easy reading and maximum retention.■ Each chapter begins with easy-to-understand learning objectives so youknow exactly what your goals are as you read and study the chapter.■ Key terms are bolded the first time they are used and conveniently listedat the end of the chapter and in the glossary for improved vocabularybuilding.■ Eye-catching, full-color illustrations and photos provide realistic examplesof filing supplies, file drawers, filing systems, and electronic records.■ Marginal notes in the form of questions lead you through the major pointsin each chapter.Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Prefacev■ My 췢Ʊע_Records, a personal recordsmanagement feature, pro-vides valuable informationabout managing personalrecords.■ Career Corner features careers inrecords management, job de-scriptions, and interviews withprofessionals that add realism.■ Chapter review and applicationssections include points to fileand retrieve, important terms,review and discussion questions,applications, and links to simu-lation and Internet activities.■ Folder icons—such as Access Ac-tivity, Collaboration, CriticalThinking, Data CD,Internet—may appear by theapplications at the end of eachchapter.■ Optional Access tutorial tolearn and strengthen basicsoftware skills; plus, one ormore Access activities are pro-vided in each chapter’s appli-cation activities to reinforceskills being learned.■ Internet activities are includedto bring real-world work situ-ations into the classroom.NEW!NEW!NEW!Part 2: Alphabetic Storage and Retrieval40Identify theft is a serious crime in which an impostor obtains key pieces of informationsonate their victims, spending as much money as they can in as short a time as possible be-information and purchases products and services using either the actual credit card or sim-ply the account number and the expiration date.likely to learn about it for some time because the monthly account statements are mailed toan address used by the impostor.their good names and credit records. Victims may also lose job opportunities, be refusedabout you, such as your Social Security number (SSN) and/or driver’s license number, anduses your information for his or her personal gain. Impostors use this information to imper-fore finding another victim’s name and identifying information.Account takeover identity theft occurs when a thief steals your existing credit accountApplication fraud identity theft occurs when a thief uses your SSN and other identify-ing information to open new accounts in your name. Victims of application fraud are notFederal legislation holds victims of credit and banking fraud liable for no more than theloans or housing, or even get arrested for crimes committed by the identity thief.1first $50 of the loss. However, victims of identity theft can spend months or years clearing1Adapted from the Federal Trade Commission—Your National Resource for ID Theft, <http://www.consumer.gov/idtheft/html> (ac-cessed May 29, 2005).My 췢Ʊע_RecordsWhat is Identity Theft?Beware! Identity theft is on the rise. Might you beone of the estimated 7 to 10 million victims per year?What is identitytheft?Learn more about identity theft at the U.S. Department of Justicesite for this textbook. Preventing identity theft is the subject of My 췢Ʊע_Records inCyberCrime web site. You can find the URL in the Links section of the webChapter 3, and recovering from identity theft is the subject of My 췢Ʊע_Records inChapter 4.Chapter 2: Alphabetic Indexing Rules 1-451The following job description is representative of a careercollege.opportunity in records management at a communityJOB TITLEStudent 췢Ʊע_Records Transcript ClerkOffice Support Series, Job #4SALARY RANGE$24,400 to $37,400 per yearPRINCIPAL JOB DUTIES■Review and/or prepare and process moderately complex documents and paperwork.other computer networks. Create databases, download, edit, or convert computer■Input and/or retrieve information from college mainframe and/or microcomputer or■ Produce materials using a microcomputer.files.■Answer phones; take and distribute messages.■Set up and/or maintain detailed files and records.■Perform other related duties as assigned.MINIMUM QUALIFICATIONSTo be successful in this position, you must have a high school diploma or equivalent sup-six months may substitute for the college level course work. Additional requirements:plemented with two terms of college-level course work emphasizing business technologyor other area of office occupations. Experience performing the duties described above for■Keyboarding, filing, math and/or ten-key skills.■Ability to use word processing, database and/or spreadsheet software.■Ability to maintain accurate records; use office equipment such as fax, telephone and■Good interpersonal, organization, and problem-solving skills.copy machines; and convey technical information to students, staff, and the public.Job Description for Student 췢Ʊע_RecordsTranscript ClerkCC A R E E RC O R N E R52Chapter Review And Applicationscodingcross-referencefiling or storage methodfiling segmentindexingindexing orderindexing rulesindexing unitskey unitsortingIMPORTANT TERMSPOINTS TO FILE AND RETRIEVEA set of written rules helps make filing consistent.■■Indexing is the mental process of determining the filing segment (or name)by which the record is to be stored.■Coding is the physical process of marking the filing segment into indexingunits.■Personal names are indexed by the surname, the given name, and then mid-dle name or initial.Business names are indexed as written.■■Minor words and symbols in business names are indexed as written and areconsidered separate indexing units.Symbols in business names are spelled out.■■When the word “The” is the first word in a business name, it is consideredthe last indexing unit.Single letters and abbreviations are indexed as written for both personalby spaces, each letter is considered a separate indexing unit.ternate names, and similarly spelled names.those that contain more than one surname.■Ignore all punctuation marks when indexing personal and business names.and business names. When single letters in a business name are separatedCross-reference personal names that are unusual, hyphenated surnames, al-Cross-reference business names that are abbreviations and acronyms andSorting is the process of arranging records in the sequence in which theyare to be stored.■■■■Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. PrefaceviSimulationA filing simulation, entitled RECORDS MANAGEMENT SIMULATION,Eighth Edition, is available for use with the textbook. The simulation providesrealistic activities for filing and retrieval of both paper and electronic records ina business environment and is also compatible with standard ARMA Interna-tional guidelines. This set of realistic learning materials consists of 13 filingjobs in which students practice correspondence filing in alphabetic, subject,consecutive numeric, terminal-digit numeric, and geographic filing systems.In addition, students will practice requisition/charge-out and transfer proce-dures. A data CD includes report sheets to be filled out by students after theycomplete each job, finding test forms, simulated e-mail messages, and files foruse with database applications.Study GuideA Study Guide, which is designed to reinforce the material covered in the text-book, includes review of important terms, sample test questions, and severalpractical activities to supplement the textbook exercises assigned by the in-structor. Solutions, or answers, to exercises and activities are given at the end ofeach chapter to provide immediate feed-back.Data CDA data CD—included in the back of the student text—contains files to com-plete the self-check activities in Chapters 2, 3, and 4 and end-of-chapter appli-cations. Because an understanding of our government’s hierarchy is helpfulwhen applying alphabetic indexing rules to government names, a file that pro-vides an overview of the structure of the U.S. local, state, and federal govern-ment is also included. Throughout the text, an icon identifies applications thatrequire the data CD. An Access Basics tutorial is also included on the data CD.This tutorial teaches the basic features of Microsoft®Access software used incompleting the database activities.Instructor’s ManualThe instructor’s manual that accompanies RECORDS MANAGEMENT,Eighth Edition, provides instructors with suggested methods of instruction,teaching aids, and time schedules for various teaching situations. Teachingsuggestions are also provided for each chapter as well as the answers to thereview and discussion questions, solutions to the end-of-chapter applications,NEW!Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Prefaceviiand the self-check activities that appear in Chapters 2, 3, and 4. The Simula-tion Manual section of the Instructor’s Manual includes an overview of thesimulation, teaching suggestions, solutions for all simulation jobs, and findingtests and their solutions. Finding-test forms for student use are provided onthe data CD that comes with the simulation. Finding tests, finding-test forms,and solutions are also available on the web site for instructors.Electronic Test PackageA flexible, easy-to-use test bank and test generator software contains objectivequestions for each test. The ExamView®software enables instructors to mod-ify questions and add instructor-written questions. Questions are included for12 chapter tests.WebTutorWebTutor™ for WebCT and Blackboard combines easy-to-use course man-agement tools, as well as chapter overviews and outlines, vocabulary flashcards, quizzes (including a Beat the Clock challenge quiz), reinforcement ac-tivities, discussion topics, Access tutorial drills, and additional content fromthis text’s rich companion web site. Ready to use as soon as you log on—or,customize WebTutor ToolBox with web links, images, and other resources.Product Web SiteA web site related to this textbook is available at http://read.swlearning.com.On this site, students can access data files, vocabulary flash cards, games thatreview chapter concepts, supplemental activities, and links to other web sites.Resources such as a course syllabus; sample solutions; transparency masters;finding tests, finding-test forms, and solutions to accompany the simulation; aplacement test and alphabetic filing test and solutions; and an Access tutorialare also provided for instructors.AcknowledgmentsWe are grateful to many companies and individuals who assisted in complet-ing this extensive revision of RECORDS MANAGEMENT, Eighth Edition.Furthermore, we appreciate the help of the filing equipment and suppliesmanufacturers and vendors who gave time and information to the authors intheir efforts to update this edition effectively.NEW!NEW!Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. PrefaceviiiIn addition, special appreciation is extended to our families, friends,coworkers, and each other whose encouragement and direction have been in-valuable in completing this revision. The result, we believe, is an easily under-standable, instructive, up-to-date introduction to the field of records andinformation management.Judy ReadMary Lea GinnBeatriz V. CastilloAssociate Master InstructorUniversity of TexasBrownsville, TXSissy CopelandOffice Systems Technology InstructorPiedmont Technical CollegeGreenwood, SCBruce W. DearstyneProfessor, College of InformationStudiesUniversity of MarylandCollege Park, MDTrina M. DendyBusiness Technology InstructorEast Mississippi Community CollegeMayhew, MSPatricia FredenbergOffice Technology InstructorMilwaukee Area Technical CollegeMilwaukee, WIDavid P. HeffleyAcademic DeanLansdale School of BusinessNorth Wales, PAMarlyce JohnsonInstructor, Office TechnologyMilwaukee Area Technical CollegeWest Allis, WIDonna LoveInstructor, Office Systems TechnologyGaston CollegeDallas, NCCheryl Reindl-JohnsonDepartment Chairperson, BusinessInformation SystemsSinclair Community CollegeDayton, OHBetty WanielistaOffice Administration ProgramManagerValencia Community CollegeOrlando, FLWe are also grateful to the following reviewers and instructors who offeredvaluable suggestions and support:Virginia A. Jones, CRM, FAIVAJones AssociatesNewport News, VADianne S. RankinEducational Media DevelopmentMonticello, KYWe are especially grateful to the following individuals who served as con-tributing authors on this edition:Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. ContentsPART 1The Field of 췢Ʊע_Records ManagementChapter 1What Is 췢Ʊע_Records Management?How Has Information Grown?What Is 췢Ʊע_Records Management?What Are 췢Ʊע_Records?What Is the History of 췢Ʊע_Records Management?What Are the Legal Considerations for 췢Ʊע_Records Management? 16What Are 췢Ʊע_Records Management Functions in Organizations? 18Careers In 췢Ʊע_Records ManagementPoints to File and RetrieveImportant TermsReview and DiscussionApplicationsAccess Basics12459232727282830PART 2Alphabetic Storage and RetrievalChapter 2Alphabetic Indexing Rules 1–4Need for Alphabetic OrderAlphabetic Indexing RulesCross-ReferencingPoints to File and RetrieveImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation313236455252535457Chapter 3Alphabetic Indexing Rules 5–8Alphabetic Indexing Rules (Continued)Points to File and RetrieveReview and DiscussionApplications췢Ʊע_Records Management Simulation585874747680Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. ContentsxChapter 4Alphabetic Indexing Rules 9–10Alphabetic Indexing Rules (Continued)Subjects Within an Alphabetic ArrangementPoints to File and RetrieveReview and DiscussionApplications췢Ʊע_Records Management Simulation818198100100102106Chapter 5Electronic File ManagementElectronic 췢Ʊע_Records and FilesDatabasesHow Computers Sort DataElectronic 췢Ʊע_Record Life CyclePoints to File and RetrieveImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation107107107113119130131131132134Chapter 6Alphabetic 췢Ʊע_Records Management, Equipment, and ProceduresCorrespondence 췢Ʊע_Records Storage췢Ʊע_Records Storage Equipment and SuppliesCorrespondence Storage ProceduresPoints to File and RetrieveImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation135135137160175176176177179Chapter 7Storing, Retrieving, and Transferring 췢Ʊע_Records췢Ʊע_Records Storage췢Ʊע_Records Retrieval췢Ʊע_Records Transfer췢Ʊע_Records Center Control Procedures췢Ʊע_Records Center SoftwarePoints to File and RetrieveImportant Terms180180189197205209210211Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. ContentsxiReview and DiscussionApplications췢Ʊע_Records Management Simulation211212214PART 3Subject, Numeric, and Geographic Storage and RetrievalChapter 8Subject 췢Ʊע_Records ManagementSubject 췢Ʊע_Records Storage and RetrievalSubject 췢Ʊע_Records ArrangementsSubject Filing SuppliesSubject IndexesStorage and Retrieval ProceduresPoints to File and RetrieveImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation215216220227230234241241242242245Chapter 9Numeric 췢Ʊע_Records ManagementNumeric 췢Ʊע_Records Storage and RetrievalConsecutive Numbering MethodNonconsecutive Numbering MethodsOther Numeric Coding SystemsDatabases for Numeric StoragePoints to File and RetrieveImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation246246247261267269272273273274275Chapter 10Geographic 췢Ʊע_Records ManagementThe Geographic 췢Ʊע_Records Storage MethodAdvantages and Disadvantages of Geographic 췢Ʊע_Records StorageGeographic 췢Ʊע_Records Storage ArrangementsGeographic 췢Ʊע_Records Storage IndexesGeographic 췢Ʊע_Records Storage and Retrieval ProceduresPoints to File and Retrieve276276281282291295304Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. ContentsxiiImportant TermsReview and DiscussionApplications췢Ʊע_Records Management Simulation305305306309PART 4 Technology and the RIM ProgramChapter 11Electronic and Image 췢Ʊע_RecordsThe Relationship Between Electronic and Image 췢Ʊע_RecordsElectronic MediaRetention and Disposition췢Ʊע_Records Safety and SecurityImage MediaRetentionSoftwarePoints to RememberImportant TermsReview and DiscussionApplications311312313322328334344344347347348348Chapter 12The 췢Ʊע_Records and Information Management ProgramRIM Program ComponentsRIM Program ResponsibilitiesPoints to File and RetrieveImportant TermsReview and DiscussionApplications351351358373373374374Appendix378Glossary384Index394Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. StockbyteP A R T1The Field of 췢Ʊע_Records ManagementPart 1 defines the field of records management andthe nature and purpose of records. As you study thispart, you will learn what records are and howrecords are used and classified. These questions andmore are answered in this first part:■ How has information grown lately?■ What are records?■ How are records used and classified?■ What is the history of records management?■ What is the next stage of evolution for recordsand information management?■ What are the legal considerations for recordsmanagement?■ What are the records management functions inorganizations?■What are some careers in records management?Chapter 1What Is 췢Ʊע_Records Management?Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. C H A P T E R1What Is 췢Ʊע_Records Management?1. Discuss the challenges of the informa-tion explosion to records managers.2. Describe the importance of recordsmanagement to an organization.3. Describe how records are classified andused in businesses.4. Discuss relevant legislation that af-fects records management.5. Describe the management functionsnecessary to operate a records man-agement program effectively.6. Identify possible careers in recordsmanagement.7. Access the web site that provides re-lated information for this textbook.HOW HAS INFORMATION GROWN?Today’s workers are increasing their use of information. This time in our his-tory is frequently called the Information Age. Computers, so much a part of to-day’s world, play a key role in information systems.Did you know that the amount of new information in the world has al-most doubled in the past 3 years? How much new information do you receiveevery day from the newspaper, radio, television, mail, electronic-mail, the In-ternet, magazines, and telephones? It is hard to quantify how much informa-tion comes and goes from all the listed sources! You could say that the world isin the middle of an information explosion in the Information Age.Researchers at UC Berkeley’s School of Information Management and Sys-tems1wanted to find out how much information was new in 2002 comparedL e a r n i n g O b j e c t i v e s1School of Information Management and Systems, University of California, Berkeley, “How Much Information?2003,” October 27, 2003, <http://www.sims.berkeley.edu/research/projects/how-much-info-2003/execsum.htm#report> (accessed June 5, 2005).Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Chapter 1: What Is 췢Ʊע_Records Management?3to a previous study completed for 1999. Findings from the study show anamazing growth of information:1. Print, film, magnetic, and optical storage media produced about 5 ex-abytes2of new information in 2002. Ninety-two percent of the new in-formation was stored on magnetic media, mostly on hard disks.2. Estimates show that the amount of new information stored on paper,film, magnetic, and optical media has about doubled in the past 3 years.3. Information flowing through electronic channels—telephone, radio,TV, and the Internet—contained almost 18 exabytes of new informa-tion in 2002, three and a half times more than is recorded in storagemedia. Ninety-eight percent of this total is the information sent and re-ceived in telephone calls—including both voice and data on both fixedlines and wireless.The proliferation of information, recent legislation, and storage of infor-mation all contribute to a growing problem for individuals, organizations, in-stitutions, businesses, and countries: How is information managed to meet theneeds of the people who need it? With so much information produced daily,how is specific information accessed when needed? 췢Ʊע_Records and informationmanagement involves organizing information for retrieval. The first section inthis chapter answers the question, “What is records management?”© Getty Images/PhotoDiscFigure 1.1 Many records are storedon optical media such as DVDs.2An exabyte contains 1,000,000,000,000,000,000 bytes or 1018bytes. 2 Exabytes: Total volume of informationgenerated in 1999. 5 Exabytes: All words ever spoken by human beings.How much newinformation wascreated from 1999to 2002?Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Part 1: The Field of 췢Ʊע_Records Management4Digital VisionFigure 1.2 Managers must consider how information and records man-agement processes can be updated and improved.What ismanagement?What is recordsmanagement?WHAT IS RECORDS MANAGEMENT?Management is the process of using an organization’s resources to achieve spe-cific goals through the functions of planning, organizing, leading and control-ling. Information is an important and valuable business resource. To survive,businesses and organizations must have up-to-date information in the rightform, at the right time, and in the right place to make management decisions.췢Ʊע_Records management is the systematic control of all records from their cre-ation or receipt, through their processing, distribution, organization, storage,and retrieval, to their ultimate disposition. Because information is such an im-portant resource to organizations, the records management function also in-cludes information management. Therefore, records management is alsoknown as records and information management (RIM).췢Ʊע_Records management is not new. 췢Ʊע_Records management has been takingplace in organizations for many years. In recent years, the tragedies of the ter-rorist attacks on the United States and the well-known corporate scandals haveaffected the profession of records and information management. These eventshave forced senior managers in corporate America and the government to re-consider how information and records management processes should be up-dated and improved.Copyright 2010 Cengage Learning. All Rights Reserved. May not be copied, scanned, or duplicated, in whole or in part. Chapter 1: What Is 췢Ʊע_Records Management?5The role of records in recent business scandals affects the business climate.Searching for remedies, Congress has enacted legislation that affects the man-agement of records. Compliance with the new rules and new auditing stan-dards are now part of doing business in the United States. 췢Ʊע_Records managerscarry out these complex responsibilities in cooperation with the InformationTechnology and Legal Departments in an organization.ISO (the International Organization for Standardization) is a worldwidefederation of national standards organizations. ISO 15489 is a standard forrecords management policies and procedures. The purpose of this standard isto ensure that appropriate attention and protection applies to all records, andthat the evidence and information they contain can be retrieved efficiently andeffectively using standard practices and procedures.3These international stan-dards help the records management function of an organization clarify its pur-pose and prove its value by managing important information.Traditional records management is being transformed because of changesin technology. 췢Ʊע_Records management is also affected by legislation related tohow businesses must operate and keep records. This textbook deals withrecords in business organizations; however, the principles you learn should alsohelp you understand how to use records efficiently in other types of organiza-tions and in your personal life.WHAT ARE RECORDS?The term record has a specific meaning in records man...

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