Records Storage and
Retrieval Systems
LIS 513
Fall 2014

Criteria for Selecting Records
Storage and Retrieval Systems
 The format of the record
 The use of the stored records
 Frequency of use
 Personnel who use the records
 Space requirements or limitations
 Protection and security
 Length of retention period

Criteria for Selecting Records
Storage and Retrieval Systems
The Format of the Record
 What is the format now?
 What will the format be in the future?

Criteria for Selecting Records
Storage and Retrieval Systems
The Use of the Stored Record
 Used only for reference?

Is there “transaction filing” occurring?

Criteria for Selecting Records
Storage and Retrieval Systems
Frequency of Use
 Relates to Productivity and Costs
 Has a bearing on personnel, floor space, and maintenance cost for records storage
 Expansion of files may hinge on
Reference Ratio

Criteria for Selecting Records
Storage and Retrieval Systems
Personnel Who Use the Records
 People who must use the records storage equipment
 Filing equipment resources expended depends on who will be using the equipment – high salary vs. lower salary

Criteria for Selecting Records
Storage and Retrieval Systems
Space Requirements or Limitations
 How much space is available?
 How much will floor space cost?
 Two important considerations:
 Air space
 Aisle space

Criteria for Selecting Records
Storage and Retrieval Systems
Protection and Security
 Do records need extra security?
 Do you have to limit access?
 Are they archival?
 Do they need to be protected from extremes of heat and cold?
 Are these vital records which REALLY need to be protected from disasters?

Criteria for Selecting Records
Storage and Retrieval Systems
Length of Retention Period
 How long do these records need to be held?

If retention period is short, don’t spend a lot on filing equipment!

Storage and Retrieval
Systems
For Active Records

Types of Retrieval Systems
 Standard, vertical file-drawer cabinets
 High-density file units
 Lateral, file-drawer cabinets
 Automated or Power
Filing Units
 Open-shelf file units

Types of Retrieval Systems
Standard, Vertical File-drawer Cabinets
 Most often used for paper-based records
 Each drawer holds 2,500 to 3,000 documents
 Best for:
 Records which are only referenced
 Records accessed by only a few people

Types of Retrieval Systems
Standard, Vertical File-drawer Cabinets
 DISADVANTAGES:
 Amount of floor space required is high.
 Only one file worker can access the files in a cabinet at a time

Types of Retrieval Systems
Lateral File-drawer Cabinets
 Filing cabinets which open broadside
 Designed for quick and easy access to records
 ADVANTAGES:
 Requires less floor space than vertical filing cabinets
 If storing legal records , stores more records per square foot

Types of Retrieval Systems
Open-Shelf File Units

“Bookshelf” cabinets
 Provides Easy Access to Records
 Best used for high-use records where security is not a concern

Open-Shelf File Units
 Advantages
 Allows 20-40% faster filing and re-filing
 Disadvantages
 Individual file folders must be removed from shelves for referencing
 Open shelf units require the least floor space of any filing equipment – 50% less than vertical
 No security or prevention of unauthorized access

Types of Retrieval Systems
High-density Storage Units
 Used for storage of large volumes of highlyactive records
 Held on rails – slides from side to side
 Similar to open-shelf cabinets but, mobile

High-Density Storage Units
 Advantages
 Storage of active records/files is much higher per square foot than other filing systems
 Disadvantages
 Much higher cost compared to other systems

A “permanent” installation with tracks on the floor
 Very heavy!!

Types of Retrieval Systems
Automated or Power Filing Units
 Also called power systems
 Ideal for very large quantities of records which must be retrieved VERY frequently
 Often used in centralized operations
 Different versions of these systems
 Advantages and Disadvantages are the same as highdensity manual systems

File Classification Schemes
Briefly
 Numerical
 + Growth is uniform
 + Greater security than alpha system
 - Retrieval slower than alpha system
 An indirect access system
 Alphabetical



+ Retrieval faster than numerical system
 A direct access system
- Growth is not uniform
- Less security than numerical system