| Spike Records Management System: Implementation & Operation Manual | ||
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Each number is unique to a file except where the file is to be broken into "parts" e.g. A103 Bank Statements - Operating Account can become part 1 and part 2. This may be due to the file becoming too bulky. In this case a specific date range is given to both parts of the file and the part 1 is archived out of the system and part 2 is left as the current record.
Find your way into the Spike; Program (see Chapter 1.[3] - 'CREATING AN ADMIN FILE').
Place your cursor on Records Management and click your mouse.
Select Admin Files / Keywords and open ACCOUNTING Admin Files.
Scroll down A103 Bank Statements - Operating Account. Add a date range eg. Bank Statements - Operating Account upto 31/12/98
and click OK.
Scroll to the next blank line and double click with your mouse.
Type in the File Title eg. Bank Statements - Operating Account from 1/1/99
and click OK.
(please note ITALICS are only used to highlight the changes)
Depress Tab key to bring you to File No. Override the number showing on your screen and enter the number 10 in its place.
Tab to the next box which is Part No. Override the number in the box (it should be 1) and enter the number 2 in its place.
NB: THE PROGRAM WILL ONLY ALLOW THE SAME FILE NUMBER TO BE USED IF IT BECOMES A PART NUMBER.
When you have done this, click OK at bottom of screen. You have successfully created a part 1 and part 2 file.
Place an alphanumeric code (e.g. A103) TOGETHER with the appropriate PART number (i.e. 1, 2 or 3) at the bottom of the file along with the newly printed label. If the file is PART 1, place the newly printed PART 1 file title label over the top of the previous one.
Part 1 may now become a Non-Current record. (See Archiving of Records in Chapter 1.[6] of this manual.)
It is worth noting that this procedure only takes place for records which MUST be kept for financial, legal or other formal purposes. In all other cases we advise that you generate a file using the next number in the sequence.
To keep your system clear of clutter it is advisable to "cull or prune" outdated information on a regular basis.