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CHAPTER 5: NUMERIC, GEOGRAPHIC AND SUBJECT RECORDS MANAGEMENT - Coggle…

- - - - Accession log
        -a serial list of numbers assigned to records in a numeric storage system
        -called a numeric file list or accession book
        -used to keep track of number that have been assigned to records
      - Alphabetic Index
        -a card or a computer file of all correspondent names or subject titles arranged alphabetically
        -may include subdivision of subjects as well as the main subjects
        -used when the correspondent name or subject is known but the assigned number isn't.
      - Numbered File
        -contain numbered folders in filled in consecutive number order with the lowest number first
        -starts at an even number such as 10,100,1000
      - Alphabetic File
        -general alphabetic file in which guide and folder captions contain only letters of the alphabet
    - - Inspecting
        -Check each record for a release mark- to indicate the record can be filed
      - Coding
        -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
      - Sorting
        -sort the records alphabetically
        -placing the records in alphabetical order speeds up the use of the alphabetic index to determine the code for each records
      - 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
    - - rapid re-filing
      - unlimited expansion
      - easy transfer or inactive records
      - build in security
    - - requires reference to alphabetic index
      - requires more guides
      - more time-consuming
- - - - Dictionary storage arrangement
        -lettered guide plan
        -location name guide plan
        
        Guide Plans
        -lettered guide plan (an arrangement of geographic records with primary guides labeled with alphabetic letter
        -location name guide plan (an arrangement of geographic records with primary guides labeled with location name
      - Encyclopedic storage arrangement
        -lettered guide plan
        -location name guide plan
- - - - Encyclopedia file arrangement characteristic
        -primary guide captions are general subject titles
        -secondary guide captions are subdivisions of general subject titles