CH08 Records Management

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Chapter 8 Subjects Records Management Copyright 2011 South-Western, Cengage Learning

Subject Records Management:

Subject Records Management An alphabetic system of storing and retrieving records by their subjects Examples of use Correspondence and reports Catalogs and inventory lists Research data Product development plans 2

Subject Records Management:

Subject Records Management Advantages Related records are filed together Files can be easily expanded by adding subdivisions to main subject titles Correspondents’ names are not shown on folders Disadvantages Concise subject titles and consistent coding are needed Experienced filers are required Indexing, coding, and cross-referencing take more time 3

Dictionary arrangement:

Dictionary arrangement All types of entries (names, subjects, titles, etc.) are interfiled Subject folders are arranged behind A-to-Z guides in alphabetic order 4

Encyclopedic Arrangement:

Encyclopedic Arrangement Records are filed under major subject titles and then a specific subtitle Subject folders are arranged behind primary and secondary guides in alphabetic order 5

Guides and Labels:

Guides and Labels Subject filing requires customized labeling of guides and folders Captions should have consistent spacing and style 6

Folders and Labels:

Folders and Labels Folder labels include the main subject title and any subdivisions Captions should be in all capitals with no punctuation 7

OUT Indicators:

OUT Indicators List records that have been removed from the file Use subject titles for records rather than names 8

Subject Indexes:

Subject Indexes Required for indirect access systems Created in text or database files Print copy placed in storage area for reference 9

Master Index:

Master Index An alphabetic listing of all subject titles used in the filing system Only titles on the master index are used for filing and retrieving records 10

Relative Index:

Relative Index An alphabetic listing of all possible words by which records may be requested Serves as a cross-reference device 11

Numeric and Names Indexes:

Numeric and Names Indexes Numeric index A list of all files arranged by file number Used in systems that assign numbers to subject titles Name index A list of correspondents’ names stored in a subject file Includes the name and address of each correspondent and the related subject title 12

Storage and Retrieval Procedures:

Storage and Retrieval Procedures Inspecting Indexing Coding 13

Storage and Retrieval Procedures:

Storage and Retrieval Procedures Cross-referencing Sorting Storing 14

Storage and Retrieval Procedures:

Storage and Retrieval Procedures Retrieving Use indexes to help locate records Use OUT indicators to provide information about records removed from the files 15 dlewis33/istockphoto.com Understanding the subject records system is critical to retrieving records.

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