CHAPTER 5 1 RECORDS MANAGEMENT

Transcription

1 Slide 1

2 Slide 2 Using Databases Databases are organized for rapid search and retrieval Databases have objects: Tables Forms Queries Reports

3 Slide 3 Access Database Table Fields are arranged in columns Records are arranged in rows

4 Slide 4 Finding Information in a Database Use the Find feature Can be used on any field Partial names can be used Queries Choose fields Choose sorting order: ascending or descending

5 Slide 5 Query in Design View

6 Slide 6 Query Results Table

7 Slide 7 Access Report

8 Slide 8 Databases and E-Commerce HTML (HyperText Markup Language) is the language browsers interpret and display. Web Server receives instructions from coding on the form. The coding opens the database and returns or adds information to it.

9 Slide 9 How Computers Sort Data Character Standards The first 128 characters of the possible 256 are assigned specific numeric values. ASCII (American Standard Code for Information Interchange) Values Chart lists the value for spaces, symbols, number and lowercase and uppercase letter.

10 Slide 10 ASCII Values Chart

11 Slide 11 Case Sensitivity Many computer applications ignore upper and lowercase letters. Default settings for Word and Excel treat the letters the same whether lower or uppercase.

12 Slide 12 Applying Indexing Rules to Computer Applications Follow Rules 1 10 from Chapters 2 4 Key indexing units in mixed case with no punctuation Spell out all symbols $ # % Format numbers for proper sorting

13 Rule 5: Titles and Suffixes CHAPTER 5 Slide 13 Numeric suffixes (I, II) are filed before alphabetic suffixes (CPA, Jr., Sr.).

14 Comparison of Sort Order for Suffixes CHAPTER 5 Slide 14

15 Slide 15 Rule 7: Numbers in Business Names Numbers written as digits are keyed so that all numbers have an equal number of digits and align on the right. Add leading zeros

16 Comparison of Sorted Numbers with and without Leading Zeros CHAPTER 5 Slide 16

17 Slide 17 Electronic Record Life Cycle Create and Save Distribution and Use Maintenance Disposition

18 Slide 18 Creation and Storage Electronic files are created in the applications. The file is created when it is saved with a filename and stored on a computer drive. Folder structure Broad and shallow Use meaningful names Filenames use meaningful names

19 Slide 19 Use and Distribution Electronic documents distribution Files are printed and sent through regular mail Files are attached to an Files are available on the organization s intranet Files are available on shared drive on the LAN

20 Slide 20 Maintenance Electronic files are maintained through Move Copy Back up Restore

21 Slide 21 Disposition Electronic records disposition Data migration to archive Delete after retention period

22 Managing Data while using Personal Digital Assistants PDAs help organize and track your life Examples of PDA features Calendars Contacts Notes Voice Memos Internet Slide 22

23 Slide 23 Synchronize Your PDA and PC Connect the PDA to your computer Choose the synchronize button Follow the instructions on the PDA Synchronize once daily as a minimum