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CHAPTER 5 : 5.3 SUBJECT RECORDS MANAGEMENT - Coggle Diagram
CHAPTER 5 :
5.3 SUBJECT RECORDS MANAGEMENT
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Need for Subject Filing
An alphabetic system of storing and retrieving records by their subject or topic
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Dictionary Arrangement
A - Z
(Alphabetic Order)
Used when the volume of records is
no greater than 2 file drawer
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Dictionary File Arrangement Characteristics
A - Z
(Alphabetic Order)
Identify folders references often
Caption on
(General subject folder & subject title)
Subject title
are
not subdivided
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Encyclopedic Arrangement
Arranged in alphabetic order
Divided into
groups
and subdivided into
more specific topic
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Encyclopedic Arrangement Characteristics
Primary subject heading
(Titles of topic)
Secondary
(Level-heading)
Tertiary
(Subject heading)
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Subject Filing Procedures
- Inspecting, Indexing, Coding, Cross-referencing, Sorting, Filing, Retrieving
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Indexing
Select filing segment
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Coding
Main subject & subdivisions
Subject
(Upper right corner)
Cross-references subjects
(Underline - Wavy line)
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Cross-referencing
Prepare cross-reference sheets
File under alternative subject titles
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Sorting
Main titles
Subdivisions
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File in subject folders
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Inspecting
Check for release mark
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Use master or relative index
(Locate records)
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Subject Code
:file_cabinet: The top right corner of a record
:file_cabinet: First letter of the word & 2 or 3 consonants in word
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ADM - Administration
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MGT - Management
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ACC - Accounting
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BDG - Building
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ACCPYB - Account Payable
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Subject Filing - Advantages
:zap: Related recorded easy to find
:zap: Records are not scattered
:zap: Subjects are easier to remember than names
:zap: Appropriate for storing large volumes
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Subject Filing - Disadvantages
:books: Concise, Clearly Defined, and Uniformly state subject
:books: Users may not remember exact titles
:books: Main subject title and subdivisions may be overlap
:books: Indexing, Coding and Cross-referencing take more time