Management of records in the Records Center

Liaising with records offices

Transferring records to the records center

Retrieving and using records

Retrieving and using records

Records center staff should also be able and willing to provide action officers with advice on the use of the facilities.

Staff should ensure that there is controlled access to the records held for each office.

Originating or transferring agencies have a right, stated in the legislation or policies, to consult any of their records held in the records center.

In general, records center facilities are not available to the public. Public access to documents is provided by the archival institution. In some cases, access is provided directly by agencies. Only in rare circumstances is access provided by the records center.

Retrieving and using records… cont.

Providing access to records

Only the office that created the record, or its successor office, may borrow a record from the records center.

Requests to borrow records may be made by post, telephone or in person. The records center should plan for regular deliveries of requested records to the records offices.

Records offices should be supplied with copies of records center request forms.

Retrieving and using records… cont.

Providing access to records

Issuing records by post

Responding to a telephone or fax request

In-person requests for records

Providing access to records Issuing records by post

When an office wishes to borrow a record, the records office will send three copies of the completed ‘Records Center Request Form’ (Issue Form) to the records center. The information included is :

- agency details, reference number, title or description of file, box number

If no box number is provided, it is necessary to consult the master transfers file appropriate to the requesting office. This contains the box number and also its location.

Issue Form (3 copies) should be used for each record requested. The records will be delivered to the requesting office against a receipt.

Retrieving and using records… cont.

Providing access to records Responding to a telephone or fax request

If a request comes by telephone, records center staff must obtain all the above information and make out an issue form to include it. Again, the records requested must only be delivered to the requesting office against a receipt.

Retrieving and using records… cont.

Providing access to records In-person requests for records

If someone comes to the records center in person, records center staff must obtain all the above information and complete an issue form.

The records requested will be handed only to an authorised messenger.

The records can also be made available for inspection by authorised officers of the originating office (or persons specifically authorised by them), in the supervised reference room of the records center.

Retrieving and using records… cont.

Retrieval proceduresIssue Form (RC Request Form)1.1 Used & function

• To control the replacement and for statistic purposes

• As a guide to identify relevant box (record) to be taken out

1.2 After transfer of requested records to office

1st copy – clipped outside the box or place on shelf space

2nd copy – filed in Issues Out Index

3rd copy – filed in Request Control Index

1.3 After returned back of requested record to records center

1st copy – remove and destroy

2nd copy – filed in Returned Issues Index

3rd copy – send to office

Retrieving and using records… cont.

Retrieval procedures

Retrieving and using records… cont.

Issue Sticker

Used for :• Identify the records that having issued by records center• Remind staff / officer to return at proper time.• Help records center staff to replace records• Identify records as a returned issues (used already)As reference on how often records issues are used.

Index1.1 Types & Purposes

• Issued Out Index – Control the movement of records by providing a reference to physical location.

• Request Control Index – Help to control the tracking of records by prompting for action.

• Returned Issued Index – As reference to know the returned issued records

Retrieving and using records… cont.

RC Location Register• Used when the box number & location number are not entered on Issue Form.

Reminder Form• Send to office for reminder after 1 month of extended.• Send to office for reminder after 2 months of extended.• After 3 months, report to RC Officer / Manager

Retrieving and using records… cont.

Retrieving and using records… cont.

List of Retrieval Process1. Based on Issue Form, find the location of

the box.2. Check RC Location Register if box no. &

location no. not available in Issue Form. Put the box no. & location no. on Issue Form.

3. Put the date of records issued.4. Clipped 1st copy of Issue Form outside the

box or place on shelf space.

Retrieving and using records… cont.

5. Attached Issue Sticker at front cover of the records OR stamp / write the box no.

6. Send the requested records to office (with 2nd copy of Issue Form)

7. Staff at office should sign as proof of receipt at 2nd copy of Issue Form.

8. Bring back 2nd copy of Issue Form to records center.

9. Put 2nd copy of Issue Form in the Issued Out Index.

Retrieving and using records… cont.

10. Put 3rd copy of Issue Form in the Request Control Index.

11. Review Issued Out Index & Request Control Index frequently.

12. Carry out the reminder process if overdue return.

13. When the file is returned, checked and update all the 3 copies of Issue Form.

14. Put completed 2nd copy of Issue Form to Returned Issues Index

Retrieving and using records… cont.

15. Send 3rd copy of Issue Form to requesting office

16. Locate the returned records to their box based on the Issue Form.

17. Removed & destroy 1st copy of Issue Form.