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CHAPTER 5: NUMERIC, SUBJECT AND GEOGRAPHIC STORAGE RETRIEVAL, AINA SOPHIA…

- - - - An alphabetic index : used when the correspondent name and subject us known
      - A numbered file : contains number folder
      - An accession log : serial listing of numbers assigned
    - - Alphabetic guides and folders
      - Accession log
      - Numbered guides and folders
      - Alphabetic index
    - - unlimited expansion
      - easy transfer of inactive records
      - rapid re-filing
      - build in security
    - - requires more guides
      - more time consuming
      - requires reference to alphabetic index
      - congestion
  - - - Middle groups-middle digits used as the primary filing division
      - Numbers are read from middle to left to right
      - Numbers divided into groups
      - c. Chronological Filing
        
        Records placed in reversed date order within the file folders
        
        Oldest records at the back and the most latest in front
        
        Method of numeric filing system by which records is filled in sequence according to date
- - - - Characteristic
        
        special guides identify folders referenced often
        
        subject tittle are not subdivided
        
        primary guide labels contain letter A to Z in alphabetic order
      - Encyclopedia Arrangement
        
        secondary - building contracts
        
        tertiary - warehouse
        
        primary - administration
        
        characteristics
        
        secondary guide caption are general subject titles
        
        folder captions include main subject titles an subdivisions
        
        primary guide captions are general subject titles
    - - classification is the process of
        
        where record should be field
        
        analyzing and determining the subject content
        
        select the subject heading
      - subject indexes
        
        Relative index
        
        Numeric and names index
        
        Master index
        
        Alphabetic index
  - - - coding
      - sorting
      - indexing
      - filing procedures
      - inspecting
      - retrieving
      - cross-referencing
- - - - real estate transaction
      - emergency response
      - facility management
      - utility and telecommunications services
      - oil and gas exploration
      - product distribution
      - scientific research
  - - - stated name
      - city name
      - country name
      - correspondence name
    - - encyclopedia arrangement
      - contains all correspondents names and their location
      - dictionary arrangement
  - - - which in turn will find the location refer to the main geographic file
      - a type list
      - locates names to find address if not known
      - index may be in the form of :
        
        a card file
        
        a computer generated list
    - - usage of a database systems is an advantage to get both master index and alphabetic index data
      - computer database requires separate field to enable sorting according to location
    - - preparing cross-references
      - sorting
      - coding
      - filing
      - inspecting