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CHAPTER 5 - Coggle Diagram
CHAPTER 5
NUMERIC RECORD MANAGEMENT
Need for Numeric Filing
Method of arranging records by number
Consecutive Numeric Filing
Consecutive numbering components
Accession log
An accession log is a serial list of numbers assigned to records in a numeric storage system
Alphabetic index
An alphabetic index is a card or a computer file of all correspondent names or subject titles arranges alphabetically
Used to keep track of numbers that have been assigned to records
Numbered file
Contain numbered folders filed in consecutive number order with the lowest number first
Alphabetic file
It is a general alphabetic file in which guide and folder captions contain only letters of the aphabet
Consecutive number filing procedures
Inspecting
Indexing, Coding and Cross Referencing
Sorting
Number Coding
Terminal-Digit and Middle-Digit Numbering
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
Middle-digit storage
Numbers are divided into groups separated by a space or a hyphen
Chronologic Filing
Records filed in date sequence (most recent on top, or oldest on top)
GEOGRAPHIC RECORDS MANAGEMENT
Need for Geographic Filing
Method of storing & retrieving records in alphabetical order by location of an individual, an organization, or a project
Geographic Filing Method
Arranged from major to minor geographic units
Dictionary Arrangement
Arrangement of records in alphabetic order (A-Z)
Used when filing system contain a single geographic unit
Lettered Guide Plan
Location Name Guide Plan
Encyclopedic Arrangement
Alphabetic arrangement of major geographic divisions plus one or more geographic subdivision
Also uses the lettered guide plan for secondary city guides and location name guide plan for secondary city guides
Geographic File Indexes
Alphabetic Index
Information in the index must include Correspondent's name, State name, City name
Master Index
A complete listing of all filing segments in the filing system
Geographic Filing Procedures
Inspecting
Inspect each incoming letter to be sure it has been releaser for filing
Coding
Geographic location are considered the first part of the filing segment so mark the locations clearly
Preparing cross-reference
As in alphabetic filing, cross-reference are sometime necessary
Sorting
Sort letters & other records by geographic units, starting with the major geographic unit & continuing until all units in the filing segment have been used
Filing
Locate folder location by making use of labels
Expansion of the Geographic File
Readily adaptable & can be reduced & expanded with relative case
The alert filer knows when changes in the system are necessary & how to make them
Advantages & Disadvantages of Geographic Filing
ADVANTAGES OF GEOGRAPHIC FILING
Ability to group business activities by location
Operations relating to a specific location are filed together
DISADVANTAGES OF GEORAPHIC RECORDS STORAGE
Need time to prepare & maintain it
User must know the geographic location, or an index must be created
SUBJECT RECORDS MANAGEMENT
Need for Subject Filing
Subject records management
- an alphabetic system of storing & retrieving records by their subject or topic
Dictionary Arrangement
- Subject folders are arranged behind A-Z guides in correct alphabetic order by specific subject
Encyclopedic Arrangement
- a subject filing arrangement in which records are arranged in alphabetic order
Subject Filing Procedures
Inspecting
- Check for release mark
Indexing
- Select filing segment
Coding
Code main subject & subdivisions in the text
Cross-referencing
- Prepare cross-reference sheets for alternative subject, 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
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 & next 2 or 3 consonants in word
Advantages and Disadvantages of Subject Filing
ADVANTAGES OF SUBJECT FILING
Subjects are easier to remember than names
Related records are easy to find
Related records are not scattered throughout the files
DISADVANTAGES OF SUBJECT FILING
Users may not remember exact titles
Planning & maintenance are required to assure consistent use of approved subject titles
Subject filing is expensive because experienced filers are required
Subject Filing
- is a method of classifying, coding & filing records by subject