NUMERIC, GEOGRAPHIC AND SUBJECT RECORDS FILING SYSTEM - Coggle Diagram
NUMERIC, GEOGRAPHIC AND SUBJECT RECORDS FILING SYSTEM
Numeric Records Management
Consecutive Numeric Filing
Consecutive Numbering Components
Consecutive Number Filing Procedures
Indexing, Coding and Cross Referencing
Advantages of Consecutive Numbering
Easy and unlimited expansion
Easy transfer of inactive records
Cross-references are in general file
Same numeric code for all records for one customer
Labeling takes less time
Easy detection of misfiled records
Disadvantages of Consecutive Numbering
Requires more guides
Requires reference to alphabetic index
Numbers can be easily transposed
Principle followed in all storage methods.
Databases for Numeric Storage
All information can be kept in one database table.
The sort function can sort file code numbers for the accession log.
Database software can simplify creation of the accession log and the alphabetic index.
Records filed in date sequence—most recent on top, or oldest on top.
Consecutive Numbering Supplies
Alphabetic guides and folders for the general alphabetic file
Database software or a lined book for an accession log
Numbered guides and folders for the numeric file
Database or word processing software for an alphabetic index
Need for Numeric Filing
When to Use Numeric Filing
Records have been assigned a number that has some meaning or importance
First three digit of your credit card
Records are confidential, and unauthorized access must be prevented
Banking account balances
Record have a unique number already assigned to them
Number are preprinted on checks
purchase orders or invoices
A method of arranging records by number
Numbers are read from right to left
The end digits are the terminal digits
Numbers are divided into groups separated by a space or a hyphen
Numbers are read from middle to left to right.
Geographic Records Management
Need for Geographic Filing
Other Examples of Activities that Require Decisions Based on Location
Real estate transactions
Utility and telecommunication services
Oil and gas exploration
Method of storing and retrieving records in alphabetical order by location of an individual, an organization, or a project.
Geographic Filing Method
Consider the filing units in this order
State name/state equivalent (alike), such as province (zone/territory/district)
Dictionary storage arrangements
Location name guide plan
Lettered guide plan
Encyclopedic storage arrangements
Lettered guide plan
Location name guide plan
Geographic File Index
Geographic Filing Procedures
Expansion of the Geographic File
When to expend
Appropriate for catalogs, clippings, correspondence, inventory list, etc
Example: EXPENSES REPORT MANUFACTURING
Subject filing is recommended when the range of topics is broad (wide).
Advantages & Disadvantages of Geographic Filing
Advantages of Geographic Filing
Operations relating to a specific location are filed together
Each geographic area in storage is a unit or a group, and the shift of groups of records is easily accomplished by moving an entire group from one file location to another
Ability to group business activities by location
Disadvantages of Geographic Filing
User must know the geographic location, or an index must be created
Guide and folder arrangements for some large systems are complex
Need time to prepare and maintain it
Subject Records Management
Need for Subject Filing
An alphabetic system of storing and retrieving records by their subject or topic
Subject Filing Procedures
For one-word subject, the subject code may consist of the first letter of the word and next 2 or 3 consonants in word
Example: ACC for Accounting, ADM for Administration, and MGT for Management
Write long subject with subdivision in the top right corner of a record
The code should be recognizable as an abbreviation of the word in the subject.
Advantages and Disadvantages of Subject Filling
Easier to remember
Easy to find
Not scattered throughout the files
Easily be expanded by adding subdivisions to main subject titles
Appropriate for storing large volumes of records
Security is provided because names are not visible on files
Main subject titles and subdivisions may overlap.
Concise, clearly defined, and uniformly stated subject titles may be difficult to select.
Inconsistent subject coding on records may make storage and retrieval difficult.
Users may not remember exact titles.
Planning and maintenance are required to assure consistent use of approved subject titles.
Subject filing is expensive because experienced filers are required.
An experienced records analyst may be required to create the subject titles to assure that logical subjects are selected.
Indexing, coding, and cross-referencing take more time because each record must be read carefully and thoroughly.