CHAPTER 5 ✅ 
5.1 Numeric Records Management
💥5.2 Geographic Records Management
5.3 Subject Records Management 
⭐Table of Content
5.2 Geographic Records Management
5.3 Subject Records Management
5.1 Numeric Records Management
🔩Consecutive Numeric Filing
⏲Chronologic Storage
Nonconsecutive Numbering Methods
🚩Need
When to use
Numeric filing- a method of arranging records by number.
- records have unique number. e.g purchase orders or invoices.
- records are confidential & unauthorized access must be prevented e.g banking account balances and payroll.
Consecutive Number Filing Procedures
Consecutively numbered records are arranged in ascending number order-from the lowest number to highest.
Components
Alphabetic File
Accession Log
Numbered File
Alphabetic Index
Inspecting
Indexing
Coding
Cross Referencing
Sorting
Number Coding
✏Advantages
Rapid re-filling of numerically
Easy and unlimited expansion
Transfer of inactive records easy
Security is provided
All records for one customer bear the same numeric code
Misfiled records are easily detected
❌Disadvantages
Congestion
Request reference to alphabetic index
Causes misfiles
The end digits are the terminal digits
Middle-Digit Storage -Numbers are divided into groups separated in a space or hyphen
Numbers are read from right to left
The middle gorup-middle digits-are used as the primary filing divisioln
Number are divided into groups separated by space or hyphen
Number are read from middle to left to right
Terminal-digit storage - numeric storage method in which the last two or three digits are used as the primary division under which a record is filed
Records are filed in date sequence-most recent on top, or oldest on top
🏁Geographic Filing Method
⭐Geographic File Index
🏴Need for Geographic Filing
Geographic Filing Procedures
- Method of storing and retrieving records in alphabetical order by location of an individual, organization, project.
geographic filing units first, followed by the correspondents name
Arranged from major to minor geographic units
Dictionary Arrangement
Lettered guide plan
Location name guide plan
Encyclopedic Arrangement
Location name guide plan
Primary guides labeled with alphabetic letters
Primary guides labeled with location names
- An index systematically guides the access to specific items contained within larger body of information.
The alphabetic index - type list, card file, computer-generated list & must include correspondent's name, state name, city name. And the master index are useful indexes when filing by location.
Master Index - A complete listing of all filing segments in the filing system.
Coding
Preparing cross-reference
Inspecting
Sorting
Filing
Expansion of the Geographic File
- The alert filer knows when changes in the system are necessary and how to make them
Advantages & Disadvantages of Geographic Filing ✅
Advantages ✅
- Easily accomplished by moving an entire group from one file location to another
- Ability to group business activities by location
- Operations relating to a specific location are filed together
Disadvantages ❎
- user must now the geographic location or index must be created
- guide and folder arrangements for some large systems are complex
- Need time to prepare and maintain it
Filing Method
☄Subject Code
Need for subject Filing
📁Subject Filing Procedures
- Definition- is a method of classifying, coding and filing records by subjects
- An alphabetic system of storing and retrieving reccords by their subject or topic
Dictionary Arrangement
Encyclopedic Arrangement
A -Z guides arrangements
Records are divide into broad groups and then subdivided into more specific topic
topical arrangement and straight dictionary arrangement
Main division are PRIMARY subject heading (titles or topic), SECONDARY (second level heading) and the most specific heading are the third level, TERTIARY subject heading
Inspecting
Indexing
Coding
Sorting
Cross-referencing
Filing
Retrieving
- 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
💡Advantages
❌Disadvantages
related records easy to find
related records are not scattered throughout the files
easier to remember than names
Files can easily be expanded by adding subdivisions to main subject titles
Main subject titles and subdivisions may overlap
Concise, clearly defined and uniformly stated subject titles may be difficult to select
May make storage and retrieval difficult
Lettered guide plan
Eg. your telephone number, friend's telephone number, your student or employee ID, etc.
Requires more guides