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35 Cards in this Set

  • Front
  • Back
Information in the form of documents
Records and nonrecords
Records that are accessed and utilized in the current administration of business functions
Active Records
Inactive Records
Records no longer referred to on a regular basis but still of limited importance. They do not relate to current business activities of the organization and are usually transferred to inactive status in a central records storage facility.
Vital Records
Are essential for the effective, continuous operation of the firm. Vital records are irreplaceable records. Examples: Accounts payable and receivable, copyrights, insurance policies, leases, legal documents, patents, property deeds, trademarks
Important Records
Contribute to teh continued smooth operation of an organization and can be replaced or duplicated if lost or destroyed in a disaster but with a considerable expenditure of time and money. Ex: case files, customer orders, financial records, previous tax records
Useful records
Records used int ehoperation of the organization that can be easily replaced. Temporary delay or inconvenience in trying to locate pertinent documents and information can result. Ex: business reports, complaint letters, customer requests
Nonessential records
Records not necessary for the restoration of the business. Should be destroyed once their usefulness is over. Ex: subsciptions, survey results, telephone messages.
Record Cycle
Creation, utilization, retention, transfer of record to storage, active/inactive, disposal of record, purging/destruction
Secondary value records
semiactive or inactive storage-historical or archival importance. Information value: copyrights, patents, blueprints, photographs, maps. Evidence value: records that trace teh development of an orgainzation from its beginning to the present may have evidentiary value-charts, policies and procedures manuals, articles of incorporation, minutes books
Business form
contains constant information and variable information
Index records
Relative index:files using a numeric or alphanumerice classification system. Index record-card contains only reference informaiton. Index record tell swhere the original file or document is located.
Records management
is concerned primarily with the protection of information contained in the files and records of the organization
Records Security
Physical Security
restricts access through the use of hardware, facilities, electronic storage
Records Security
Logical Security
procedures embedded in software programs to restrict individual access to records
Association of Records Managers and Administrators
files should be arranged alphabetically in unit-by-unit order and letter by letter within each unit.
Effective word selection

Chap 7
Business writing needs to be positive and from the readers point of view. Express what has been done in a positive way, emphasize the reader's interest in teh subject, compliment the receiver of the message.
Concrete language

Chap 7
Precise and specific
Abstract Language

Chap 7
refers to the quality of language where meanings can be interpreted differently by different people, even in the same type of situation
Active words

Chap 7
denote action by a performer
Passive words

Chap 7
emphasize inaction or wating for something to happen
Descriptors/key words

Chap 7
descriptive adjectives
Deductive paragraph

Chap 7
organization of the paragraphs withing the message is direct. The main idea is stated in teh first paragraph, followed by supporting detgails and a closing paragraph.
Inductive paragraph

Chap 7
The organization of paragraphs is indirect. The supporting details are presented first, primarily to act as a buffer while the situation is explained in the message. Later in the message the main idea of the message is presented, followed by closing comments.

Chap 7
reference that is helpful in determining other words that have the same meaning as the one being conveyed in the messaage.
Proofreading techniques

Chap 7
Reading the copy, aligning copy (use a ruler to read line by line), proofreading vertically (table or horizontal columns), counting entries, delaying final proofreading-to not proof immediately if possible.

Chap 7
is the revision of a draft or a document for consistency, conciseness and grammatical accuracy. Revisions are marked manually within the body of the document using proofreading and copyediting symbals.
Rough Draft Copy guidelines

Chap 7
Side margin = 1inch min. Spacing =double or triple. Paragraphs= indent paragraphs so that a new paragraph can easily be identified or use quad spacing between. Readability of copy=neat, page numbers, readabilty.

Chap 7
Is the ability to accurately tie grammar, punctuation and spelling together into a written communique. A well written document is easily understood, stated in as few words as necessary and appeals to teh reader-clear/concise/empathy.

Chap 8
Writing what you have to communicate is encoding the message in words that you want the receiver to interpret and clearly understand.

Chap 8
the receiver has to decode the message
Business Letter

Chap 8
Is the external communication used most often for corresponding with others outside the organization.
Negative letter/Unfavorable letter

Chap 8
Use the indirector inductive approach. The "bad news" may be placed in the middle of the letter but make sure it is very clearly stated. End with a forward looking comment.
Writing approach

Chap 8

This is the writing style most often used in a persuasive letter.
Email fundamentals

Chap 8
Four C's= consiseness/correctness/completeness/courtesy.

should be focused, short and to the point. Is an informal means of communication and should deal with one subject
Business Reports

Chap 8
Purpose=to transmit meaningful data to one or more persons who need the informaiton for decsion-making purposes. Types: textual (narrative=words, statistical =numbers), informational flow (vertical vs. horizontal), nontechnical and technical reports.