Chapter 6 Terms
Terms
undefined, object
copy deck
- Caption
- is a title, heading, short explanation, or description of a document or record
- Vertical File Cabinet
- storage equipment that is deeper than it is wide
- Storage Method
- is a systematic way of storing records according to an alphabetic, subject, numeric, geographical, or chronologic plan
- Storage procedures
- a series of steps for the orderly arrangement of records as required by a specific storage method or records management system
- One-Third Cut Tab
- extends only one-third the width of a folder and may be in any of three positions.
- Alphabetic Record Management
- is a method of storing and arranging records according to the letters of the alphabet.
- Straight Tab Cut
- extends across the complete width of a folder
- Release Mark
- is an agreed-upon mark such as initials or a symbol placed on a record to show that the record is ready for storage
- Follower Block (compressor)
- is a device at the back of a file drawer that can be moved to allow contraction or expansion of the drawer contents
- Suspension (hanging) Folder
- is a folder with built-in hooks on each side that hang from parallel metal rails on each side of a file drawer or other storage equipment
- Shelf File
- open-shelving equipment in which records are accessed horizontally from the open side.
- Sorting
- is arranging records in the sequence in which they are to be filed or stored.
- Motorized Rotary Storage
- a unit that rotates shelves in the unit around a central hub to bring the files to the operator.
- Special Folder
- is a folder that follows a special guide in an alphabetic arrangement
- Position
- refers to the location of the tab across the top or down one side of a guide or folder. First position means the tab is at the left; second position means the tab is second from the left, etc.
- Special (auxiliary) Guide
- is a divider used to lead the eye quickly to a specific place in a file
- Guide
- a rigid divider used to identify a section in a file and to facilitate reference to a particular record location; they are made of heavy material such as pressboard, manila, or plastic
- Tab
- a projection for a caption on a folder or guide that extends above the regular height or beyond the regular width of the folder or guide
- Fine Sorting
- is arranging records in exact order of the filing system in which they will be placed.
- Tab Cut
- is the length of the tab expressed as a proportion of the width or height of the folder or guide.
- Color Accenting
- is the consistent use of different colors for different supplies in the storage system—one color for guides, various colors for folders; one color for OUT indicators, and specific colors of labels or stripes on labels
- Mobile Shelving
- a series of shelving units that move on tracks attached to the floor for access to files.
- Label
- is a device that contains the name of the subject or number assigned to the file folder or section contents
- Rough Sorting
- is arranging records in approximately the same order as the filing system in which they will be placed
- Permanent Cross-Reference
- is a guide with a tab in the same position as the tabs on the individual folders and is placed in a location that is frequently assumed to be the location of that folder.
- Storage
- is the actual placement of records, according to a plan, on a shelf, or in a file drawer
- Folder
- a container used to hold and protect the contents of a file together and separate from other files
- Pocket Folder
- is a folder with partially enclosed sides and more expansion at the bottom than an ordinary folder
- Straight-Line Arrangements
- is a system that aligns folder tabs in one position.
- Tickler File
- is a date sequenced file by which matters pending are flagged for attention on the proper date.
- Staggered Arrangement
- is a system that follows a series of several different positions of folder tabs from left to right according to a set pattern (this is preferred because of ease in reading label captions)
- OUT Sheet
- is a form that is inserted in place of a record removed from a folder
- OUT Folder
- is a special folder used to replace a complete folder that has been removed from storage.
- Individual Folder
- is a folder used to store the records of an individual correspondent with enough records to warrant a separate folder
- Sorter
- is a device used to arrange records into alphabetic or numeric categories and to hold records temporarily prior to storage
- OUT Indicator
- is a control device that shows the location of borrowed record
- Bellows (expansion) Folder
- is folders that have a top flap and sides to enclose records in a case with creases along its bottom and sides that allow it to expand.
- OUT Guide
- is a special guide used to replace any record that has been removed from storage and to indicate what was taken and by whom
- General folder
- is a folder for records to and from correspondents with a small volume of records that does not require an individual folder or folders
- Direct Access
- is a method of accessing records by going directly to the file without first referring to an index or a list of names for location in the files
- Primary Guide
- is a divider that identifies a main division or section of a file and always precedes all other material in a section.
- Color Coding
- is using color as an identifying aid in a filing system
- Storing
- is placing records into storage containers
- Inspecting
- is checking a record to determine whether it is ready to be filed
- Lateral File Cabinet
- is storage equipment that is wider than it is deep—records are accessed from the side (horizontally)