DEALING WITH

INACTIVE FILES
Prepared by Ms. T. Wynter
 DEALING WITH INACTIVE FILES

•A record passes through three

stages in its cycle of existence:

•Active: The record is currently

being used.

•Inactive: The record is no longer

being used.

•Disposal: Record is disposed of

when it is no longer required.
 Active Records:
 An active record is one that is
Dealing
currently being used by the
with organization.
inactive  The record must be readily
files, cont’d available in its original form
 Usually, recently created
records are most active.
 Dealing with inactive files, cont’d
Inactive Records:
 An inactive record (dead records)
is one that is no longer being used.
 These records are placed in
storage called an archive.
 Some inactive records cannot be
destroyed because of legal
requirements or because the
information may be needed in the
future.
 Methods and procedures for
dealing with inactive file

Use of Retention
Disposal of files
microfilming periods

Electronic
Backing up to documents and
Archiving external records
storage media management
system
 Disposal:
 A record may be disposed of when it
Dealing is no longer required.
with  Outdated/inactive files are called
inactive ‘dead files’. Dead files are usually
files, cont’d destroyed.
 The most efficient way of doing so is
by shredding and burning the files,
using a shredding machine – this
helps to protect confidential
information.
QUESTION
How do you determine how
long a file/record is to be kept?
 • A record retention schedule
indicates the period of time for
which organizations should retain
a record.
• It outlines for how long documents
should be kept.
Retention • Some records are kept
Periods permanently, while others are
useful for a short period of time
and are kept for a year or more
and some records are disposed of
immediately after use.
 • The following factors determine
whether they are to be retained or
disposed of:
Retention 1. How often the record is requested or
Periods, used
cont’d 2. What type of information it contains
3. What law governs the period of
retention
4. How useful the information will be in
future decision-making.
 • It is beneficial for an organization to
have a retention system with a
planned, systematic method for
Retention dealing with outdated files.

Periods,
Some of these benefits are:
cont’d i. It is easier to retrieve records
ii. It saves space and prevents
overcrowding
iii. Filing equipment is more efficiently
utilized.
Types of Records Retention Period
Inventory records 2 years
Petty cash vouchers 3 years
Employees’ records 6-7 years
Contracts 6 years after
expiration
Tax matters, titles, annual Indefinitely
reports

Example of Records Retention

chart
QUESTION
How long do you think a
hospital should keep a patient
file/record & why?
 Archiving

• Archiving – is the process of relocating

records from the active filing area to
storage.
• Records are archived if they have legal,
fiscal, administrative or historical value.
• An accession register is used to identify
records in an archive.
 Factors to consider when creating
Archive Area

Several factors must be considered when creating an archive

area:
• Size- Is the area capable of accommodating future
storage needs?
• Access and Security- Is it conveniently close to the
office area? Is it safe from unauthorized access? Is
there a documenting systems when records is removed
from the archives?
• Environmental control- Can the temperature and
humidity be regulated? Is it safe from risk of water
damage in the event of a flood? Is it fire-safe/proof?
 Factors to consider when creating
Archive Area, Cont’d.

• Work area – Is there adequate shelving? Is it well

ventilated?
• Maintenance- Is the area cleaned and maintained to
prevent the accumulation of dust and clutter?
• Organization- Are the records placed in storage cartons?
Are they well labelled, with the department name and
date of archiving? Is there an index of archived records?
 Use of Microfilming & Electronic
Storage

• Microfilm – Microfilm is used to make miniature copies

of documents when the physical copy is no longer
required.
• The document is photographed, and the image is
reduced to the size of a postage stamp.
• Microfilm is used for storing inactive files. Text on
microfilm cannot be seen by the naked eye, thus a
machine called a reader/printer is used. This machine
magnifies the microfilm text.
 Advantages Disadvantages
There are savings in Films cannot be
terms of filing and viewed without the
floor space reader equipment.
Advantages & Storing original It is difficult and
Disadvantages document can costly to update.
of Microfilm. ensure safety
Films have longer Sometimes there is
lasting qualities than difficulty in locating
paper the required
information.
 Use of Microfilming & Electronic Storage, cont’d
The two most common forms of microfilm are microfilm
and microfiche.

• Microfiche: is a sheet of film that holds 14 rows and 7

columns of documents.
• Microfilm roll: has the images on a continuous roll of
film.
 Use of Microfilming & Electronic Storage,
cont’d

There are several reasons why microfilm continues to be

used as a document storage medium.
I. Space efficiency: Microfilm and reduce an image by
as much as 99 percent. One roll of microfilm can hold
more than 2,000 letters.
II. Durability: It is estimated that microfilm can last
more than 500 years if stored properly.
III. Simplicity: Microfilm is easy to use.
IV. Affordability: Microfilming is easy to used.
 1. Differentiate between the terms
active and inactive files.
2. Outline two procedure for dealing
with inactive files.
3. Why is it necessary to have a
Class retention period for inactive files?
Activity 4. Define the term ‘archiving’.
5. What is microfilming?
6. State two advantages and one
disadvantage of microfilming.
7. Differentiate between a microfilm and
a microfiche.