Records Center Database - Central European University
Contents
1. Student Services Department Budget Office Sulomit Mandatory Fields TF vou leave this field empty your password will not be changed TF ou work formare than ene CEU Unit pleasecontact the CEU Records Coordinator Help Tab On the Help page you will find the CEU RCDB User Manual and the administrator s contact information 202. A arden AA T S E E Search amp Retrieve New Transfer Retrieval Forms Heip Search amp Retrieve New Transfers Retrieval Form Help The Extended View contains three additional links gare CENTRAL et EL CWROPLAN aaa LIVE RSETY Search amp Retrieve New Transfer Old Transfers Retrieval Forms Destruction My Profile Help Search amp Retrieve New Transfers Old Transfer Retrieval Form Destruction My Profile Help Browsing records Database opening page displays a list of active not destroyed records sorted by containers and folders and in a way they were described during the transfer If Container box or binder description is too long you can see the entire description by clicking on the link more 170 containers Displaying results 161 170 Sothy Pagelencth 40 M wu 4 2 3 4 5 pe CEU Unit Admissions Office Student Services Department Records Series Container Description Applications af r FT 161 rejected 5 Box 10 2008 2009 box MII Applications ert saa ee L W AWeZ Box11 3008 200 box M11 add Applications a 4 aaa Ee A Z 2009 2010 bo Mit Add Applications 2 aaa t A Z 2010 2011 box Mid add Enrollment 2010 2011 Economics Environmental IRES Legal Studies Mathematics aca LoS confirmation Form Medieval Studies Philosophy AEE Fildes binder fants Add 166 Enrollment 2010 2011 DPR Gender Studies History Nationalism Political Science 2010 201
3. Transfer Old Transfers Retrieval Fi Old Transfers Tab The Old Transfers page offers you the option to review all previous transfers sorted by date or contact person Destruction Tab CEU Records must be retained in a particular location offices records center and form during the period of time which is set in the Records Retention Schedule When the retention period expires records should be destroyed or if they have historical value transferred to the Open Society Archives Records to be destroyed will be selected by the Records Management Team according to the Retention Schedule The Records Destruction Authorization Form will be prepared listing all the containers with detailed description records series name container and folder description and years Responsible person at the administrative office or department have to check the container list and authorize the destruction Only after the authorization is the Records Management team entitled to carry out the records destruction Destruction tab in the menu bar offers you the option to search for records which are already destroyed All containers are listed here with violet color just to distinguish them from those already in the Records Center Search amp Retrieve New Transfer Old Transfers Retrieval Forms Destruction My Profile Help Simple View Search Select your CEU Unit AIl My Unitesi a we Records Series All Records Series for Unit s a it Sea
4. Wi confirmation Farm Sociology Folders Folder Description Year Retrieval Form i PP 2010 2011 gt g10 201i 2 Gender Studies 2010 2011 2010 2011 add 3 History 2010 2011 2010 2011 4 Nationalism 2010 2011 2010 2011 5 Sociology 2010 2011 2010 2011 6 Political Science 2010 2011 2010 2011 Searching records Besides by browsing records page by page a particular container you are looking for may be found by entering search criteria in the Search box Search Select your CEU Unit Econornics Department wat Records ggriss Less Search Options Export HTML Export CS L Confidential Only vital Only Active Only Search can be narrowed down by selecting your CEU Unit and the Records Series After that please enter your search term and or document creation year By default search will go through description fields and active not destructed records only You may want to tick un tick some other checkbox to expand or further narrow down your search That way one can search by a Records Series name the person who transferred records to the Records center Contact Person or among confidential vital records only Search Year 2002 Less Search Options Export HT Descriptions C Records Series Contact Person L Confidential Only LJ vital Only Active Only Once results of your search are displayed they can be exported either as an Excel document by clicking on the Export CSV link in the Search box or into as a web page
5. a password please enter your email address and then type the characters you see in the image below Email Type the Characters Your password will be sent in an email to you which you can later change on the My Profile page Opening page Once you enter the database you will be directed to the Search amp Retrieve page where all you records stored in the CEU Records Center are displayed ets GENTIAL Logged in Branko Kovacevic PCE Logout Search amp Retrieve New Transfer Retrieval Forms Help Extended View Sealt Select your CEU Unit Admissions Office Student Services Department w Records Series All Records Series for Unitts i Search Year j Less Search Options Export HTML Export CS Descriptions C Records Series Contact Person C Confidential Only C vital Only Active Only Foundin The Following Unit s x 170 containers Displaying results 161 170 Sort by Pagelength 40 4 6 2 3 4 Dut CEU Unit Admissions Office Student Services Department Records Series Container Description Retention Folders Cont type Storage Destroyed Retrieval Form Applications 161 rejected 5 Box 10 2008 2009 box hid Applications Say ada tea ee U VAN 2 Boxit 2008 2009 box Nid add gt Applications 7 ada i Az 2009 2010 box Nit add Applications yet ada ie CPPS A Z 2010 2011 box Nit add Enrollment 2010 2011 Economics Environmental I
6. by clicking on the Export HTML Search Select your CEU Unit Admissions Office r Student Services Department we Records Series Admissions package we Search Year search Less Search Options Export HTML Export CS Descriptions Records Series Contact Person Confidential Only C vital Only Active Only The search field is not case sensitive and text or names can be entered with or without Hungarian diacritics First and last name may be written in any order e g Kovacs Maria Maria Kovacs Kovacs Maria or Maria Kovacs will result in the same hits Listed containers can be sorted by different categories in the drop down menu Search amp Retrieve New Transfer Old Transfers Retrieval Fi Sortby fi Ss Records Series Container Description Confidential Vital Retention Year i Storage In addition if the search result is found in several CEU units you can see the list of the units in the Found in section and narrow down the list of containers to only one of them by selecting Foundini The Following Unitisi vw i The Following Unitts aa S4dmissions Office Student Services Department Curriculum Resource Center Special and Extensions Programs CEU Unit Summer University 36 conta How to retrieve Records from the CEU Records Center In order to retrieve material already sent to the Records Center you have to perform an initial search as it is explained in the
7. of information as and when required Confidential destruction of dead records when they come to the end of their working life e Early identification and transfer of archival material to OSA for permanent preservation University Records Center 4s part of the CEU Records Management Service CEU Records Center located in the basement of Nador 11 building offers medium term secure storage for records of diminished administrative value which are still required for irregular or infrequent reference or which need to be retained for a specified number of years to comply with financial or legal regulations Records are stored in standard boxes on high density metal shelving thereby reducing pressure on valuable office space or directly through the following link http ceurcd osaarchivum org office which brings you to the database login page Errail Password Forgot your password New Password You don t have an OSI RCDB account Register Here If you are not yet a registered user click on Register Here This link goes to the Registration page see screenshot below How to register At this point all departmental and central offices administrative staff is eligible to register to the database Registration process requires you to fill in several information that identify you unambiguously Registration Emiail Password Retype Password First Mame Last Mame Position Phone Ph
8. previous chapter After you found container s you need click the Add button in the Retrieval Form column at the end of the row 38 containers Displaying results 1 38 Sort by Records Series Pagelengtt 40 iS ses geome Dian 9 CEU Unit Admissions Office Student Services Department a Records Series Container Description You have successfully added the lers Conttype Storage Destroyed Retrieval Form temis ta the Retrieval Form j 1 Applications accepted Mathematics Medieval Philosophy 200 box Mid add 2 Applications accepted Legal S Nationalism 2002 2003 box Nii Be es el 3 Applications accepted Legal 4 F 2002 2003 box Nit Add 4 Applications accepted Sociology 2002 2003 box Mii 5 Applications accepted Gender History 2002 2003 2002 2003 F box Mil 6 Applications accepted Environmental Studies 2002 2005 2002 2003 F How Nii 7 Applications accepted Economics 2002 2003 2002 2003 F box Mil After you successfully added the item you will see a green pop up window with a message which confirms the procedure However in case the item was already added to the Retrieval Form or retrieved by you or another user a yellow pop up message will alert you You have already added this item to This item has already been retrieved the retrieval request on your Retrieval Form Retrieval Form Tab Once all containers you need are selected they will appear on the Retrieval Form tab
9. when you ve finished describing all the records to be transferred your last step is to send the Transfer Form by clicking on the Send Transfer link under the menu button Search amp Retrieve New Transfer Retrieval Forms Help Extended View Transfers Add New Transfer CEU Unit Creation Date Containers Folders Status 1 Economics Department 2012 03 06 3 containers 5 folders Containers Records Series Container Description Cont type k A i 1 Student files Student Files 2010 2011 2010 2011 5 folders binder D fe einer is Show H ide Containers Folders Folder Description Year 1 Cucu Alina Sandra 2010 2011 2010 2011 2 Cucu Alina Sandra 2010 2011 2010 2011 3 Bunjevac Lana 2010 2011 2010 2011 4 Bunjevac Lana 2010 2011 2010 2011 5S Baiocchi Maria Lis 2010 2011 2010 2011 6 Baiocchi Maria Lis 2010 2011 2010 2011 and confirm your action Your transfer request will now be sent to the CEU Records Center Are you sure you want to proceed After that the status of your transfer will be change into sent in the Status column Search amp Retrieve New Transfer Retrieval Forms Help Extended View Transfers Add New Transfer CEU Unit Creation Date Containers Folders Status 1 Economics Department 2012 03 07 3 containers 5 folders When your transfer form is reviewed and approved by the OSA RM team its status will change into approved and after completion of the whole procedu
10. 1 Sfilders Bihder NIA confirmation Form Sociology Enrollment 200320 i Economics Enviromental Science Exchanges visiting Enrollment Ter ee CopMfmation Pegg Gender Studies History IRES Mathematcs 2009 2010 11 folders binder Nit confirmation Form NE more Enrollment 18 EMG MEM o VstmalExchame Students ECF 2002 2005 2002 2005 binder NH BUSI ESC 0904_5TA IELTS 2009 2010 BUSI DDIE 0704 SAT TOEFL 169 Admissions package 2007 2008 DOIE 0803 04_5AT TOEFL 2008 2009 DOIB 0808 04 SAT 2004 2010 Ffolders binder NLI TOEFL 2008 more Enrollment Full time MBA 0304 ECF 2003 2004 WMBA_0304 ECF 2003 2004 raa 170 confirmation Form WMBA_0405_ECF 2004 2005 Aaea Sfolders binder Nil Add Sometime a container has several folders in it To see which one in the Folders column you can click on the blue link showing the number of the folders e g 6 folders and all folders will be listed as in the screen shot below 4170 containers Displaying results 161 170 Sort by v Pagelength 40 w wao oaoa 2 3 4 Dau Hoh CEU Unit Admissions Office Student Services Department Records Series Container Description Applications jet ee 5 Bot 0 2008 2009 box Nit 162 eae LWA Box11 208 2009 box Nid 163 Sot Sh ie Az 2009 2010 box N14 164 er A7 2010 2011 box MLI 5 Babe o TR Ee RES ae E aoa rades ed W igg Enrollment 2010 2011 DPF Gender Studies History Nationalism Political Science 2010 2011 G Folders Winder
11. CENTRAI EE TOP LAN i ee Search amp Retrieve New Transferl Retrieval Forms JH The latest added form is on the top of the list Search amp Retrieve New Transfer Retrieval Farms Help Extended View Retrievals Retrieval ID Request Date Retrieval Date Return Date Containers Folders Status 1 oO0 4 5 containers 2 0043 2012 02 21 2012 02 21 2 Containers returned 10 Check once again the list of containers you want to retrieve by clicking the link in the Containers column It can be modified by pressing Remove button at the end of each container row Search amp Retrieve New Transfer Retrieval Forms Help Extended View Retrievals i Request Date Retrieval Date Return Date Containers lFolders Containers Records Series Container Description 1 Applications accepted Mathematics Medieval Philosophy 2002 2003 2002 2003 Nii 2 Applications accepted Legal 5 Nationalism 2002 2003 2002 2003 Ni 3 Applications accepted Legal 4 Rj 2002 2003 2002 2003 Nii 4 Applications accepted Sociology 2002 2003 2002 2003 Mii S5 Applications accepted Gender History 2002 2003 2002 2003 Nid Once the list is ready right click the Menu button at the right end of the row and select Send retrieval from the pop up menu After confirming with the popup window zi Tour hee eguet will mow be seri to the 25 Bidepest Records Cerger Are yeu Gore you wart to proceed ree oe your r
12. CENTRAL EUROPEAN UNIVERSITY Records Center Database USER MANUAL Budapest 2012 Table of Content Introduction Access amp Rights How to register How to log in Opening page Simple View amp Extended View Browsing records Searching records How to retrieve Records from the CEU Records Center Retrieval Form Tab How to transfer material to the CEU Records Center New Transfer Tab A step by step guide for transferring records Adding containers Adding folders inside container Bad Examples and Some Suggestions for Container Descriptions Old Transfers Tab Destruction Tab My Profile Tab Help Tab On Co 10 12 12 12 13 14 17 19 19 20 20 Introduction OSA Records Management team developed a new CEU Records Center web based database The system provides full intellectual and physical control of the CEU semi active and non active records It also offers careful and controlled tracking of the records deposited in the Records center Nador 11 and ensures that they are readily available CEU staff responsible for archiving will be able to locate their records and retrieve them within a short time This User Manual provides an overview of the system s features and intents to explain its different functions such as how to transfer and properly describe records to be archived in the Records Center or how to find and retrieve already archived records The CEU RCDB is designed in a user friendly and self explan
13. RES Legal Studies Mathematics F aaa leS confirmation Form Medieval Studies Philosophy ea tre0t etaiders Binge WEL Add jigg Enrollment 2010 2011 DPR Gender Studies History Nationalism Political Science gt pio 20t1 faae ria EI confirmation Form Sociology Enrollment 2009 2010 Economics Enviromental Science Exchange visiting Enrollment my 2 Confirmation Form Gender Studies History IRES Mathematcs 2009 2010 11 folders binder N11 confirmation Form Na more Enrollment TRT ada eee fam Wisiting Exchange Students ECF 2002 2005 2002 2005 binder Nid Add BUSI BSC 0904 STA IELTS 2009 2010 BLIST DDIB O704 SAT f TOEFL 169 Admissions package 2007 2008 DDIB_0803_04 SAT TOEFL 2008 2009 COIG 0808 04 SAT 2004 2010 Ffolders binder Nid TOEFL 2008 more Enrollment Full time MBA 0304 ECF 2003 2004 WMBA 0804 ECF 2003 2004 ada HE confirmation Form WMBA 0405 ECF 2004 2005 EPERESDIS a Faliets biua dii Add 170 containers Displaying results 161 170 ee 2S 4 50 we Simple View amp Extended View The CEU RCDB is designed to provide users with two different interfaces for basic and advanced functions called Simple and Extended View The main difference between the two interfaces is the number of quick links at the top of the screen to other parts of the database The Simple View of the system is set up as the default and contains four most frequently used tabs are CLAN TRAIL UEU LUROPLAN cae UNIVERSITY
14. and redundant since you know from the Records Series already that the container contains correspondence You should specify in the description the name of the partnering organization and the topic of the correspondence if possible 17 Records Series Payment files petty cash Container Description petty cash HUF Year From 7000 To 2000 Container Type binder Confidential vital Copy amp Save Cancel In this example is not enough to say petty cash HUF as description It only clarifies the currency of the petty cash records however you need to describe the content more precisely Usually you have more binders from the year 2000 which contain petty cash HUF Specify in the description the exact date range of the content of the particular binder and in addition the binder number if you think it is helpful A Bad example 2 Records Series Grant files organizational Container Description GI from 3000 to 3015 Year From 1998 To 2004 Container Type box l Confidential vital Copy amp Save Cancel The following example contains more mistakes It is advisable not to use abbreviations in the description because some colleagues might not know what does it stand for but also because users usually search for whole words and not for possible abbreviations In Bad example 3 18 this case GI might stand for Grant ID but also the term Grant Number is commonly used Let s assume that a use
15. atory way however this step by step guideline will help you to get familiar with it more closely All these features and functions were developed in order to support effective records management procedures Access amp Access Rights CEU RC database can be accessed through CEU website Records Management page at https www ceu hu records Alumni amp Careers Prospective Students Faculty Profiles Human Resources Magyarul Calendar Logout CENTRAL EUROPEAN Search this site UNIVERSITY ABOUT ADMISSIONS ACADEMICS STUDENT LIFE RESEARCH RECORDS MANAGEMENT KOVACEV My account a No posts in this group My blog Create content View Edit Revisions Infosys Log out Home Policy Records Retentions Transfer Destruction Forms DATABASE Introduction CEU Records Management Service was established in 1999 and is provided by the Open Society Archives O54 in coordination with the Office of the Chief Operating Officer It is available to all University administrative offices academic departments and programs It aims to ensure that all recorded information is created maintained controlled and disposed of in a way that facilitates its most efficient and effective use The Service may be able to help you in one or all of the following ways e Advice on all aspects of records keeping e Secure storage for retired semi current records in the University Records Center Speedy and efficient retrieval and delivery
16. etrieval request will be sent to the OSA Records management team who will provide you with the requested records After sending the request the status of your Retrieval Form will be changed into sent which means that your retrieval request was sent via email to the administrators After containers are delivered to you the status will be changed to retrieved Retrieval ID Request Date Retrieval Date Return Date Containers 1 0070 2011 06 09 1 containers sent 2 0069 2011 06 03 2011 06 03 2 containers retrieved When your retrieval period is over two weeks the system will notify you via email if records were not returned to the records center 11 How to transfer material New Transfer Tab Inactive or semi active records that are not frequently used are good candidates for transfer to the Records Center so the precious office space is not wasted These records are transferred and kept in the Records Center according to the CEU Records Management Policy and the Records Retention Schedule In order to meet the requirements and easy retrieve records later it is essential to pay attention to filling out the Transfer Form correctly Precisely described records are important for effective Storage and retrieval activities they help in a systematic and controlled disposal process and lower risk and exposure to litigation To find more on records management in general and existing CEU procedures see CEU website https www ceu hu reco
17. mp Retrieve New Transfer Retrieval Forms Help Extended View a Firiem Mt Budget Office 2012 05 05 2 contaimers 2 Pudget Office 2012 03 05 3 containers 3 Budget Office 2012 03 05 2 containers Sethe snus Adding Containers To list containers scheduled for a transfer hover over the Menu button and from the pop up menu select Add New Container Logged in Milos Milos Logout wine CENTRAL CEU LURORLAN fC UNIVERSITY Search amp Retrieve New Transfer Retrieval Forms Help Extended View Creation Date 1 B dgetOffice 2012 03 05 2 containers Send Transfer 2 Budget Office 2012 03 05 3 containers 3 Budoet Office 2012 03 05 2 containers And describe containers one by one in the form Records Series Container Description Year From Ta Container Type binder Cl confidential CI vital Save Copy amp Save Cancel L a by selecting appropriate Records Series and filling in all other information necessary to indentify a container during transfer and later if you need to retrieve it from the Records Center Please note that all fields are mandatory 13 By marking the Confidential and or Vital check box es you can categorize your records according to the access rights and importance Records Series Course evaluations wt Container Description International Finance Year From 2011 To 2011 Container Type binder Save Copy E Save Cancel re I
18. n case you have more containers with similar description you can use the Copy amp Save function to save time This feature will open up the next container description window filled out exactly the same as the previous one A tiny word copy appears in the Container Description field to remind you that this is the next container and you have to change the description only in the fields which differ from the previous description When you are done with describing all containers please click on the Save button and they will be listed like this Search amp Retrieve New Transfer Transfers Add New Transfer Retrieval Forms Help Extended View L Economics Department 2012 03 06 3 containers Containers Records Series Container Description enti Cont type 5 1 Course evaluations International Finance 2011 binder 2 Course evaluations Economics of Law z011 binder 3 Course evaluations International Trade z011 binder Adding folders inside container In the previous screenshot thee described containers are saved and listed In case you need to modify any of the information of the previously saved containers you can still do it by clicking on Edit Container under the Menu button The Menu button also offers removing the container completely if not needed or adding individual folders within already created container This can be used for example when transferring student files and one box contains several of them Hove rover the Men
19. one Select the main CEU Unit Department Program Sub Program where vou are working please select Tyne the Characters ry Fee ee ji mm ji ee macy Letters are not case sensitive ot atte ti H Get another image L i Mandatory Fields i he z ho ee eA a Er o P ain l i 3 P i ie am x 1 n Fita 7 a Ae Pe uf al d p a T 7 a ae Submit IF vou work for more than one CEU Unit please contact the CEU Records Coordinator Do you want to login to CEW RCDR Login Page Forgot your password New Password Please fill out the fields on the Registration page All fields marked with an asterisk are mandatory fields When you are done select CEU Unit where you are working and then type the security code into the field you see in the image below The letters are not case sensitive In case you cannot figure out the code change it by clicking on Get another image If you work for more than one CEU Unit please contact the CEU Records Assistant Milos Pavlovic at pavlovicm ceu hu After submitting your registration you will receive an automatic confirmation once your account is activated How to log in For logging in please enter your email address and password Email Password Forgot your password New Password You don t have an OSLRCDB account Register Here In case you forgot your password click on New Password and fill out the field New Password To receive
20. r might want to retrieve Grant Number 3010 The easiest would be to put into the search field the number 3010 after you selected the CEU Unit for which you search for the given grant file Obviously it is not possible to find the particular grant file since the number was not written into the description field Because of records management practices we ask the users not to pack into archival boxes records from a very wide date range If the retention period of the above mentioned grant files is ten years the first records from the box could be destroyed in 2009 However since also records from 2004 are this box the content of the box can only be destroyed in 2015 We might waste money and time by keeping the box for an additional six years Try to pack records into archival boxes from a narrow date range for instance from 1998 to 2000 only In case of folder description do not write the same description into the Container and Folder description field For instance putting all grantee names into the container description and then again into folder description is redundant Put a general description into the Container Description field and a detailed specific description into the Folder Description field In case of binders or folders write first the exact description of the binder or folder into the description field and then if you think that it is needed or useful and helpful write additional information after Search amp Retrieve New
21. rch Year Less Search Options Export HTML Export CS O Descriptions C Records Series C Confidential anly Foundini The Following Unit s w 2593 containers Displaying results 1 40 Sort by Destruction Date vw Pagelength 40 12 3 45 6 7 ous m He CEU Unit Admissions Office Student Services Department Records Series Container Description i Destruction Date 1 Language tests TEWS tests 1 2000 2000 2009 05 06 2 Language tests TEWS bests IT 2000 2000 2009 05 06 3 Language tests TEWS tests 1999 1999 2009 05 06 4 Applications rejected AB 42 2002 2003 2002 2003 2009 05 06 Search box is just the same as on the Search amp Retrieve page Therefore you can filter your CEU Unit and Records Series narrowing down your search according to the additional search criteria My Profile Tab On this page you can see your profile information and change them if needed However for changing your email address and the CEU Unit for which you work please contact the Records Assistant at pavlovicm ceu hu Search amp Retrieve New Transfer Old Transfers Retrieval Forms Destruction My Profile Help Simple View My Profile Email paviovicm ceu hu Password Retype Password First Name Milos Last Name Pavlovic Position Records Assistant Phonel 2485 Phone2 Linked CEU Unit s Departmenti Program Sub Program Admissions Office Student Services Department Alumni Affairs Office
22. rds The New Transfer page is usually empty when you start with a new transfer However it is possible that at the New Transfer page you see previously started transfers which are still under process Under the Menu button you will find the functions you will need to navigate your transfer though the process A step by step guide for transferring records As a first step click on the Add New Transfer button and select your CEU Unit for which you would like to transfer the records Logged in Branko kovacevic Logout ati e CET Ti ri k ain reu E Search amp Beertye m Tean Simple View Creation Date By default only the CEU unit s you are working for will be listed Add New Transfer x i Please select an CEU Unit SAMAR HRSA H SESE SESE SSSR SASHES ERAS SHEE NASER NERO SER SESE ROSSER SCRE RORHEESSSH ROR EE ROSES ROSH SRSSH SESH HSSSHH SSSR HSA SH ESSE SESH RE SSE RES ERESHERSSSERSSRHRSSHE RHEE ESHER ESSE EEE SESS I cL im a mm zal Da h ea oo im 8 T Ley PE EL am ary Le rE lt Cl gn i _ 7E TI qu rE mr Alumni Affairs Office Student Services Department Budget Office Career Services Student Service Department Center for Academic Writing s After selecting your department by pressing Save button new transfer form will show up listed among the others ete CEM ERRAL Logged in Milos Milos me h DNG Miey Logout Search a
23. re assigning storage locations to each container it will disappear from New Transfer tab and be visible under Old Transfers 16 Bad Examples and Some Suggestions for Container Descriptions It is of crucial importance to describe records and containers properly since wrong or unclear descriptions can make search and retrieval difficult in extreme cases even impossible In case of auditing or litigation finding records with delay or not finding them at all can harm your institution a lot Be always sure that your container and folder descriptions are informative clear and comprehensible not only for you but for other colleagues or possible successors as well The descriptions should not be too general or too short Avoid using acronyms and abbreviations or use them after you spell out the whole term in case of grant numbers or other numbering systems you should list all the numbers not only e g from 3001 to 3015 or e g 3001 through 3015 included in a container in order to assist effective search and retrieval Add New Container x Records Series Correspondence Partnering Organizations Container Description Correspondence Year From 2000 To 2005 Container Type binder Confidential l vital Copy amp Save Cancel Bad example 1 In this example the Records Series is Correspondence Partnering Organization and the Container Description says Correspondence This description is too general
24. u button at the end of the row of the chosen container and select Add New Folder 14 Search amp Retrieve New Transfer Retrieval Forms Help Extended View Containers Status Creation Date 1 Economics Department 2012 03 06 3 containers Containers Records Series Container Description Retention Cont type status 1 Course evaluations International Finance 2011 binder 2 Course evaluations Economics of Law 2011 binder 3 Course evaluations International Trade 2011 binder In the pop up window enter title of the folder Folder Description Kalman Edit 2010 2011 Year From 2010 To 2011 Sawe Copy amp Save Cancel After all folders are described click Save button and you can see the list of all of them Search amp Retrieve New Transfer Retrieval Forms Help Extended View Containers i Economics Department 2012 03 06 3 containers 5 folders Menu Containers Records Series Container Description i Conkt type 1 Student files Student Files 2010 2011 2010 2011 5 folders binder Folders Folder Description 1 Cucu Alina Sandra 2010 2011 2010 2011 2 Bunjevac Lana 2010 2011 2010 2011 3 Anderson Timothy 2010 2011 2010 2011 4 Balocchi Maria Lis 2010 2011 2010 2011 T Petrovic Marko 2010 2011 2010 2011 2 Student files Student Files 2010 2011 2010 2011 binder 3 Student files Student Files 2010 2011 2010 2011 binder 15 Finally
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