Geographic Records Management

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Geographic Records Management
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• http//www.fbi.gov/ucr/nibrs/manuals/handbook.pdf
• http//www.cops.usdoj.gov/mime/open.pdf?Item515

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Geographic Filing

• Alphabetically organizing records by geographic
  region, area, or location

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What trends lead to businesses expanding
geographically?

• Improved communication technology
• Inter-state and international mergers and
  partnerships
• International trade
• E-commerce

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Advantages

• Convenience
• Analysis
• Management

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Disadvantages

• Complexity
• Need for indexes

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Types of Geographic Arrangements

• Dictionary
• All units alphabetical
• Encyclopedic
• Alphabetic regions or divisions
• Subdivisions alphabetic within regions

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Indexes

• Alphabetic Index of all correspondents
• Master Index of all filing units
• Page 294

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Cross Referencing

• Organizations with multiple addresses
• Organizations doing business under other names

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• What are the advantages and disadvantages of the
  geographic storage method?

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Questions

• Explain the difference between the lettered guide
  plan and the location name guide plan.
• What are three types of cross-references used in
  geographic storage?

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• Cross reference sheets in folders.
• Cross reference guides as permanent markers.
• Cross references on folder tabs (see also)