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Transcript of baim_ch08

Chapter 8

CHAPTER 8

Subject Records Storage and RetrievalSubject records managementan alphabetic system of storing and retrieving records by their subject or topic Subject filing is recommended when the range of topics is broad

CHAPTER 8

Subject FilingAdvantagesSubjects are easier to remember than namesRelated records are easy to findRelated records are not scattered throughout the filesFiles can easily be expanded by adding subdivisions to main subject titles

CHAPTER 8

Subject FilingAdvantagesSubject filing is appropriate for storing large volumes of recordsSecurity is provided because names are not visible on files

CHAPTER 8

Subject FilingDisadvantagesMain subject titles and subdivisions may overlapConcise, clearly defined, and uniformly stated subject titles may be difficult to selectInconsistent subject coding on records may make storage and retrieval difficult

CHAPTER 8

Subject FilingDisadvantagesUsers may not remember exact titlesPlanning and maintenance are required to assure consistent use of approved subject titlesSubject filing is expensive because experienced filers are required

CHAPTER 8

Subject FilingDisadvantagesAn experienced records analyst may be required to create the subject titles to assure that logical subjects are selectedIndexing, coding, and cross-referencing take more time because each record must be read carefully and thoroughly

CHAPTER 8

Subject Filing GuidelinesSelect subject titles that best reflect stored records, are meaningful to file users, and are easy to rememberSelect subjects that have only one interpretationUse one-word subject titles if possibleUse plural titles whenever possible

CHAPTER 8

Subject Filing GuidelinesProvide for the occasional use of alternate, synonymous, or related subject titlesConsider combining filing methods when subdividing and subsorting records in large subject filing systemsDesignate one person to manage the subject titles

CHAPTER 8

Dictionary ArrangementSubject folders are arranged behind A-to-Z guides in correct alphabetic order by subject title

CHAPTER 8

Dictionary File ArrangementCharacteristicsPrimary guide labels contain letters A to Z in alphabetic orderSpecial guides identify folders referenced oftenGeneral subject folders are used to store records related to the subject titleCaptions on general subject folders include the alphabet letter and the subject titleSubject titles are not subdivided

CHAPTER 8

Encyclopedic ArrangementA subject filing arrangement in which records are filed under broad, major subject titles and then under the specific subtitle to which they relateTitles and subtitles are arranged alphabetically

CHAPTER 8

Encyclopedic File ArrangementCharacteristicsPrimary guide captions are general subject titlesSecondary guide captions are subdivisions of general subject titlesFolder captions include main subject titles and subdivisions

CHAPTER 8

Encyclopedic File ArrangementCharacteristicsA general subject folder with the same label caption as the primary guide is inserted behind the last subdivision folder for that subject

CHAPTER 8

Subject Filing SuppliesGuides and labelsPrimary guide captions contain main subject titles.Secondary guide captions contain main subject and subdivision.

CHAPTER 8

Subject Filing SuppliesFoldersFolder label captions include main subject title and necessary subdivisions.One-third cut folders are preferred.

CHAPTER 8

Subject Filing SuppliesLabelsBegin main subject title near left edge and as near to top of the label as possible. Key the subdivision 0.5 inches to the right or under the first letter of the first line.

CHAPTER 8

Subject Filing SuppliesOut Indicators Same charge-out and follow-up procedures as in alphabetic name filing.

CHAPTER 8

Subject Indexes

CHAPTER 8

Master Index

CHAPTER 8

Relative Index

CHAPTER 8

Storage and Retrieval Procedures

CHAPTER 8

Storage and Retrieval Procedures

CHAPTER 8

RECORDS MANAGEMENTCHAPTER 8RECORDS MANAGEMENTThe top guide tab should be in second position. Both primary and secondary tabs should be 1/5 cut.Primary label: TAXESSecondary label: TAXES CITYCHAPTER 8RECORDS MANAGEMENTFolder label caption: INDEXES MASTERCHAPTER 8