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RECORDS MANAGEMENT - Coggle Diagram

- - - - Characteristics :unlock:
        1) Primary guide labels contain letters A to Z in
        alphabetic order
        2) General subject folders are used to store
        records related to the subject title
        3) Captions on general subject folders include
        the alphabet letter and the subject title
    - - Characteristics
        1) Primary guide captions are general subject
        titles
        2) Secondary guide captions are subdivisions
        of general subject titles
        3) Folder captions include main subject titles
        and subdivisions
- - - - Following manner should be followed: :no_entry:
        1) refer to the alphabetic index to see if the name of the correspondent is in the index before filing the record
        2) Later, when the volume of correspondence is sufficient for a particular correspondent move all records for this correspondent from the general folder to an individual folder.
  - - - Code the original doc. and use one of the following:
        
        cross-reference sheet
        
        Photocopies
        
        Cross-reference notation on guide or folder labels
    - - 1) Read the drawer labels
        2) Scan the primary guides in the drawer
        3) Scan the secondary guides.
  - - - Encyclopedic Arrangement
        
        alphabetic arrangement of major geographic division plus one or more
        
        either lettered guide plan or location name guide plan may be used for subdivision
  - - - location of an individual, an organization or a project
- - - - Disadvantage : :green_cross:
        
        requires references to alphabetic index
        
        more time-consuming
        
        congestion
        
        numbers can be easily transpoed
    - - Alphabetic index
        
        :recycle: correspondent name/subject is known but assigned number isn't
        
        :recycle: check the alphabetic index before assigning a new number prevents assigning more than one number to the same name/subject
        
        :recycle: a card or a computer file of all correspondent names/subject titles arranged alphabetically
      - Numbered file
        
        sorting , sort records alphabetically and placing the records in alphabetic order speeds up the use of the alphabetic index to determine the code for each record
        
        number coding,
        
        consult the alphabetic index and write the assigned file code or a G in upper right corner of record
        
        enter new file code number into accession log
        
        Inspecting , check each record for a release mark
        
        coding , select correspondent name/subject that is filing segment and code the units also any cross-reference names/subjects
      - Accession log
        
        used to keep track of numbers
        
        also called as accession book
        
        records are received in random order
        
        an accession log is a serial list of numbers assigned to records in a numeric storage system
        
        in small filing system, the accession log may be a book and larger numeric filing system, it may be assigned automatically in an electronic accession log
        
        name/subject title is keyed in all caps and indexing order
      - Alphabetic file
        
        it is a general alphabetic file in which guide and folder captions contain only letters of the alphabet :!:
  - - - numbers are read read from right to left
      - the end digits are the terminal digits
      - numbers are divided into groups separated by a space / hyphen