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CHAPTER 5 - Coggle Diagram
CHAPTER 5
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5.3 Subject Records Management
- Definition - Subject Filing is a method of classifying, coding and filing records by subject.
5.3.1 Need for Subject Filing
- Subject records management— alphabetic system of storing & retrieving records by their subject or topic
- Recommended when the range of topics is broad
- Appropriate for catalogues, clippings
Dictionary Arrangement
- Subject folders arranged behind A-to-Z guides in correct alphabetic order by specific subject
- Also referred as topical arrangement & straight dictionary arrangement
- Should used when volume records is no greater than 2 file drawer
Dictionary File Arrangement Characteristics
- Primary guide labels contain letters A to Z in alphabetic order
- Special guides identify folders referenced often - General subject folders used to store records related to subject title
- Captions on general subject folders include alphabet & subject title
- Subject titles are not subdivided
Encyclopedic Arrangement
- subject filing arrangement in alphabetic order
- Records divided into broad groups & subdivided into more specific
- Main division PRIMARY (titles or topic), SECONDARY (second-level heading), and specific heading the third level/TERTIARY
Encyclopedic File Arrangement Characteristics
- Primary guide captions are general subject titles
- Secondary guide captions are subdivisions of general subject titles
- Folder captions include main subject titles & subdivisions
- Is indirect access system: a filer may need to reference an index before a record can be files or retrieved
- General subject folder with same label caption as primary guide inserted behind last subdivision folder
Subject File/Index
- After choosing the dictionary or encyclopedic arrangement, next is to select the subject heading
- Subject file list (AKA index) is complete listing of all subject heading
- 1 person should be responsible for assigning subject & maintaining
Classification
- Process of analyzing & determining subject content & selecting the subject heading under which filed
- Must be concise, accurately descriptive of the content
5.3.2 Subject Filing Procedures
- Inspecting -Check release mark
- Indexing -Select filing segment
- Coding -Code main subject & subdivisions in the text; write subject in upper right corner; underline cross-reference subjects with wavy line; place X in 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
5.3.3 Subject Code
- Write long subject with subdivision in the top right corner of a record
- For one-word subject, the subject code may consist first letter of the word & next 2 or 3 consonants in word (Eg: ACC for Accounting)
- The code should recognizable as an abbreviation
5.3.4 Subject Filing—Advantages
- Easier to remember than names
- Related records are easy to find - Related records are not scattered
- Files can easily be expanded by adding subdivisions
- Appropriate for storing large volumes of records
- Security is provided
Subject Filing—Disadvantages
- Main subject titles and subdivisions may overlap
- Concise, clearly defined, and uniformly stated subject titles may be difficult to select
- Inconsistent subject coding on records may make storage and retrieval difficult
- Users may not remember exact titles
- Planning and maintenance are required to assure consistent use of approved
- Subject filing is expensive because experienced filers are required
- An experienced records analyst may be required to create the subject titles
- Indexing, coding, and cross-referencing take more time