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CHAPTER 5:SUBJECTS, NUMERIC AND GEOGRAPHIC STORAGE AND RETRIEVAL -…
CHAPTER 5:SUBJECTS, NUMERIC
AND GEOGRAPHIC STORAGE
AND RETRIEVAL
5.1 NUMERIC RECORDS MANAGEMENT
5.1.1 NEED FOR NUMERIC FILING
-A method of arranging records by number.
-These number can be keyed into computers to access various databases
-Record have a unique number already assigned to them.
-Records have been assigned a number that has some meaning or importance.
-Record are confidential, and unauthorized access must be prevented.
5.1.2 CONSECUTIVE NUMERIC FEELING
-Consecutively numbered records are arranged in ascending number order from the lowest to higher number.
Consecutive Number Filing Procedures
Indexing, Coding and Cross Referencing
-Select the correspondent name or subject that is the filing segment and code the units.
-Select and code any cross-reference names or subjects as well.
Inspecting
-Check each record for a release mark to indicate the record can be filed.
Sorting
-Sort the records alphabetically.
-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.
-Write the assigned file code or a G in upper right corner of record.
-Assign next available number, if one has not been assigned, or a G.
-Enter new file code number into accession log.
-Write code number or a G in upper right corner of record.
-Also called serial, sequential and straight numeric.
Consecutive Numbering Components
Accession Log
-A serial of numbers assigned to records in a numeric storage system.
-Sometimes called; numeric file list or accession book.
-Used to keep track of numbers that have been assigned to records.
Alphabetic Index
-A card or a computer file of all correspondent names or subject tittles arranged alphabetically.
-Include subdivision of subjects as well as the main objects.
-Used when the correspondent name or subject is known but the assigned number isn't.
-Check the alphabetic index before assigning a new number.
Numbered File
-Contain numbered folders filed in consecutive number order with the lowest number first.
-Usually start at an even number such as 10,100, or 1000 with no regard for the alphabetic order of the names and subjects.
Alphabetic File
-it is a general alphabetic file in which guide and folder captions contain only letters of the alphabet.
-Often use prenumbered records such as checks, invoices, insurance policies.
Advantages of Consecutive Numbering
-Rapid re-filing
-Easy and unlimited expansion
-Easy transfer of inactive records
-Cross-references are in general file
-Built-in security
-Same numeric code for all records for one costomer
-Labeling takes less time
-Easy detection of misfiled records
Disadvantages of Consecutive Numbering
-Requires reference to alphabetic index
-Requires more guides
-More time consuming
-Congestion
-Numbers can be easily transposed
5.1.3 TERMINAL-DIGIT STORAGE
-Numeric storage method in which the last two or three digits are used as the primary division under which record is filed
-Numbers are divided into groups separated by a space or a hyphen.
-Numbers are read from right to left.
-The end digits are the terminal digits.
5.1.4 CHRONOLOGIC STORAGE
-Record filed in date sequence-most recent on top, or oldest on top.
-Principle followed in all storage methods.
5.3 SUBJECT RECORD MANAGEMENT
SUBJECT FILING:
is a method of classifying, coding and filing records by subject.
5.3.3 SUBJECT CODE
-Write long subject with subdivision in the top right corner of a record.
-For one-word subject, the subject code may consist of the first letter of the word and next 2 or 3 consonant in word.
-Example:
ACC
for
Accounting
,
ADM
for
Administration
, and
MGT
for
Management
.
-The code should be recognizable as an abbreviation of the word in the subject.
5.3.1 Need for Subject Filing
Subject record management
-an alphabetic system of storing and retrieving records by their subject or topic.
-Recommended when the range of topics is broad (wide).
-Appropriate for catalogs, clippings, correspondence, inventory list, etc.
-Example: EXPENSES REPORT MANUFACTURING.
5.3.2 SUBJECT FILING PROCEDURES
Inspecting
-Check for release mark.
Indexing
-Select filing segment.
Coding
-Code main subject and subdivisions in the text; write the subject in the upper right corner; underline cross-reference subjects with a wavy line; place an Xin the margin.
Cross-referencing
-Prepare cross-reference sheets for alternative subjects; file under alternative subject titles.
Sorting
-Sort by main titles, then subdivisions.
Filing
-File in subject folders.
Retrieving
-Use master or relative index to locate records.
5.3.4 SUBJECT FILING-ADVANTAGES
-Subject are easier to remember that names.
-Related records are easy to find.
-Related records are not scattered throughout the files.
-Files can easily be expanded by adding subdivisions to main subject titles.
5.3.4SUBJECT FILING-DISADVANTAGES
-Main subject titles and subdivisions may overlap.
-Inconsistent subject coding on records may make storage and retrieval difficult.
-User may not remember exact titles.
-Subject filing is expensive because experiences filers are required.
-Planning and maintenance are required to assure consistent use of approved subject titles.
-Subject filing is appropriate for storing large volumes of records.
5.2 GEOGRAPHIC RECORDS MANAGEMENT
5.2.1 NEED FOR GEOGRAPHIC FILING
-Method of storing and retrieving records in alphabetical order by location of an individual, an organization, or a project.
-The need of geographic succeed in many areas of our social and political lives, as well as business and industry.
-Example: Political group, social clubs, publisher, airlines, railways, wholesale houses, etc.
5.2.2 GEOGRAPHIC FILING METHOD
-Geographic system are tailored (modified) to fit the need of the org.
-The filing segment in geographic filing includes geographic filing units first, followed by the correspondents name.
-Arranged from major to minor geographic units.
5.2.3 GEOGRAPHIC FILE INDEX
-An index systematically guides the access to specific items contained within a larger body of information.
-The alphabetic index and the master index are useful indexes when filing by location.
5.2.5 EXPANSION OF THE GEOGRAPHIC FILE
-Readily adaptable and can be reduced and expended with relative case.
-The alert file knows when changes in the system are necessary and how to make them.
When to expand:
-Changes occurs as the continuation of business transition over the year.
-The first indication of a need in a system is an increase in the volume of incoming and outgoing records processed for filing.
-An overcrowded folder, always indicated a need for expansion.
How to expand:
-Space for expansion is anticipated at transfer time.
-Free space is left in every file drawer and on every shelf section. This space can be used for adding folders to the system.
-Special guides can be used to identify sections that will hold especially active records.
5.2.4 GEOGRAPHIC FILING PROCEDURES
Inspecting
-Inspect each incoming letter to be sure it has been releaser for filing.
-Check each paper to see that it has been dated.
-If no date appears on the record, write or stamp the current date on the record for filing purpose.
Coding
-Geographic location are considered the first part of the filing segment.
-Circle geographic units in the name, and number them.
-Index the correspondent's name according to the alphabetic rules.
-use diagonal lines to separate the filing units and number them to show their indexing order.
Prepare cross-reference
-It is something necessary.
-Code the original doc.
Sorting
-Sort letters and other records by geographic units, starting with the major geographic unit and continuing until all units in the filing segment have been used.
-For example, the first sorting might be by states, the second, cites, and the third. names of correspondents.
Filing
-Locate folder location by making use of the label and guides.
5.2.6 ADVANTAGES OF GEOGRAPHIC FILING
-Ability to group business activities by location.
-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.
5.2.6 DISADVANTAGES OF GEOGRAPHIC FILING
-Need time to prepare and maintain it.
-User must know the geographic location, or an index must be created.
-Guide and folder arrangements for some large systems are complex.