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35 Cards in this Set
- Front
- Back
Information in the form of documents
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Records and nonrecords
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Records that are accessed and utilized in the current administration of business functions
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Active Records
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Inactive Records
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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.
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Vital Records
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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
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Important Records
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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
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Useful records
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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
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Nonessential records
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Records not necessary for the restoration of the business. Should be destroyed once their usefulness is over. Ex: subsciptions, survey results, telephone messages.
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Record Cycle
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Creation, utilization, retention, transfer of record to storage, active/inactive, disposal of record, purging/destruction
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Secondary value records
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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
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Business form
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contains constant information and variable information
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Index records
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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.
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Records management
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is concerned primarily with the protection of information contained in the files and records of the organization
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Records Security
Physical Security |
restricts access through the use of hardware, facilities, electronic storage
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Records Security
Logical Security |
procedures embedded in software programs to restrict individual access to records
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ARMA
Association of Records Managers and Administrators |
files should be arranged alphabetically in unit-by-unit order and letter by letter within each unit.
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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.
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Concrete language
Chap 7 |
Precise and specific
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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
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Active words
Chap 7 |
denote action by a performer
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Passive words
Chap 7 |
emphasize inaction or wating for something to happen
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Descriptors/key words
Chap 7 |
descriptive adjectives
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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.
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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.
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Thesaurus
Chap 7 |
reference that is helpful in determining other words that have the same meaning as the one being conveyed in the messaage.
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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.
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Copyediting
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.
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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.
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Composition
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.
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Encoding
Chap 8 |
Writing what you have to communicate is encoding the message in words that you want the receiver to interpret and clearly understand.
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Decode
Chap 8 |
the receiver has to decode the message
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Business Letter
Chap 8 |
Is the external communication used most often for corresponding with others outside the organization.
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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.
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Writing approach
Chap 8 |
A-I-D-A
Attention/interest/desire/action This is the writing style most often used in a persuasive letter. |
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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 |
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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.
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