Counting The Main Storage Media Of Archives

Before the actual filing system is established, it is necessary to forecast the equipment and other archiving supplies according to the different forms and archival requirements of the archives.

Archiving equipment generally includes: bookcase, index card, document folder, stapler, double hole drill, sub bookcase, special stool and sorting apparatus when taking and placing files.

The commonly used classifiers are removable, standard size 15 cm long, 7.5 cm 10 cm wide storage appliances.

Straight and horizontal bookcases

Office documents are usually stored in drawer type bookcases, and drawer type bookcases are divided into two types: straight and horizontal.

Most bookcases are painted in decorative colors, usually with locks. Their materials are insulated and fire-resistant and are equipped with suspension systems.

There are 2 - 5 drawers stacked in a vertical filing cabinet, and the size is determined according to the amount of data often used.

Each drawer in the filing cabinet should be labelled to indicate the contents of the information, and a guide slot for quick access to the catalogue card and a stable and supporting document clip.

All document clips should have simple and consistent labels. These labels can be sticky or self-adhesive.

The letter should be kept neatly according to the date and the left side should be on the seam of the Qi Wen folder.

There are 20 sheets of 25 cards in each drawer.

It should be noted that there are not more than 50 documents stored in each folder.

Otherwise, instruments with a large number of documents should be classified into new ones according to individuals, companies or problems.

Many units use hanging stationery clamps in straight type filing cabinets.

The hanging clamp has larger extensibility. It has a prominent guide card and can accommodate more data.

Hanging hooks on both sides of the hook, so that it can be hung on the cabinet, the card is generally placed in convenient and note the place.

The character and function of the horizontal bookcase are the same as those of the straight type bookcase, and can also accommodate 2 one or 5 drawers, and the sizes of drawers are large.

Its long side is lined up along the wall, and the drawer can only extend to the operator about l feet.

The document clip placed in the horizontal bookcase is facing the left side of the drawer, facing the user.

The rear frame of the horizontal bookcase can move forward or backward, and the operation is flexible and convenient.

Open shelf storage

Open shelf storage refers to the storage of files with open data frames. It has no doors like bookcases, so it can save space and facilitate quick access to data.

The data frame can be adjusted and slightly tilted forward, and there are movable boxes in the data frame, which store data belonging to the same category in a box.

But if there are no air conditioners and no air filters in the office, opening shelves will be inappropriate.

Because of dust accumulation and lack of control of temperature and humidity, these open shelf storage devices are difficult to use.

In recent years, removable open shelf storage cabinets are more and more widely used, because such storage cabinets only need less space, a staff standing in one position can operate three open shelf cabinets, Open Shelf Bookcase on the document folder can directly see, so that you can use color password to help staff quickly archiving and retrieval, and soon found archiving errors.

Card storage cabinet

Some information about individuals or topics can be kept in various sizes of card storage cabinets.

The commonly used card sizes are 7.6 cm, 10 cm, 12.7 cm, 15.2 cm and 20.3 cm.

Card storage cabinets can be placed 7.5 cm, 12.7 cm size cards, can also be separated into different widths, to store 2 rows or 3 rows of cards.

The new card storage cabinet is equipped with an automatic search device. The worker can take out the required information from one, two or more layers at a fixed position.

Exposing bookcase

The exposed bookcase is equipped with a small drawer of 5 cm and a width of 12 cm and a 30 cm. It is used to place a very detailed data catalog card. The catalog card only exposs the identification ends of each card. These bookcases are usually placed in layers, and each drawer is covered by a metal cover. The metal cover helps to flatten the data.

By looking at every card, people can easily find the information they need.

This filing cabinet can be used as index store to indicate the location of other data.

For example, a large company uses this exposed bookcase to store information about archives, which are stored in the company's Archives Center.

When a file is needed, the staff can check it on the exposed bookcase reception desk to determine the location of the file, whether it has been photographed on microfilm, or whether it has been destroyed; if it is still preserved, how long it will last.

The company can also install an automatic search device in the exposed bookcase to quickly determine the location of each file.

Microfilm storage microfilming is a process of recording the original image on special film with various original objects as objects.

The application of microfilm can greatly save storage space. When a hard copy is reproduced to microfilm, the space occupied by microfilm is only 2% of the original space occupied by the instrument. The biggest advantage of microfilm lies in it.

Microfilm files can be produced in color or black and white film on 16mm and 35mm, which are stored in film rolls or film boxes.

Microfilm and microfilm can be stored in bookcases, bookbinding clamps and small tubular containers.

The image and text recorded on microfilm are so small that human eyes can not read them, so we must enlarge the image with the aid of microfilm reader or read and enlarge the copy on the paper to read.

Computer tape storage

Computer tapes can accommodate large amounts of data, thus saving a lot of space and fast data retrieval.

These tapes are stored in special enclosed wooden cabinets and can also be stored on shelves in enclosed spaces.

In addition, there is also a storage box, which can slide out and retrieve data when some tapes are needed.

These tapes need to be indexed, and a record of the location of each tape should be stored in order to find information quickly.

The memorandum memorandum is a kind of information used to remind something or help recollection. It usually uses 7.6 cm and 12.7 cm card data format as a supplement to archival data at any time.

The memorandum contains materials and clues for replicating revelation, which is very convenient to use.