OBM247

Records Management for Office Professionals

STUDENT NAME : Dayangku Dhamirah binti Ag.Arshad

STUDENT ID : 2020573865

ASSIGNMENT TITLE : Mind Map (Chapter 5 : Subject Records Management)

PREPARED FOR : Madam Emilia binti Abdul Rahim

 Need for Subject Filing Chapter 5: Subject Records Arranging Guide & Folder
Management
Subject records management: an
Subject Filing Procedures Straight Line Filing
alphabetic system of storing & retrieving
- The guide tab & folder tabs occupy single
records by their subject/topic.
Inspecting: Check for release mark horizontal positions that are readable in a straight
- Subject filing is recommended when Indexing: Select filing segment line from the front to the back of the file.
the range of topics is wide. Coding: Code main subject & subdivisions in - Preferred because:
- Appropriate for catalogs, clippings, the text, write the subject in the upper right * The eye scans in a straight line.
correspondence, inventory list, etc. corner, underline cross-reference subjects * Folders are added & deleted with no disruption to
with a wavy line, place an X in the margin. the file arrangement.
Dictionary Arrangement * Commonly arranged in staggered pattern in
- Subject folders are arranged behind A-to- Cross referencing: Prepare cross- vertical storage equipment because it was thought
Z guides in correct alphabetic order by reference sheets for alternative subjects, to provide for easier reading of caption.
specific subject. file under alternative subject titles.
- Also referred to as topical arrangement & Sorting: Sort by main titles, then Guide Arrangement
straight dictionary arrangement subdivisions. - Alphabetic guides are the major file divisions & are considered the
Filing: File in subject folders. primary guides in the alphabetic correspondence name file.
Dictionary File Arrangement Characteristics Retrieving: Use master/relative index to - They are fifth-cut guides place in the first position (moving left to
- Primary guide labels contain letters A to Z in locate records. right) & precede all the other matter.
alphabetic order. - Secondary guides are special name guides and special subject
- Special guides identify folders referenced often. Subject Code
guides interfiled alphabetically.
- General subject folders are used to store - Write long subject with subdivisions in - They are subdivision of the primary alphabetic guide they follow.
records related to the subject title. the top right corner of a record. - They are fifth-cut guides placed in the next position to the right of
- Captions on general subject folders include the - For one-word subject, the subject code the primary guides.
alphabet letter & the subject title. may consist of the first letter of the word - Folders are containers used to hold & protect records.
- Subject titles are not subdivided. & next 2 or 3 consonants word. - A general folder holds records to & from correspondents with a
- The code should be recognizable as an small volume of records.
Encyclopedic Arrangement
abbreviation of the word in the subject. - An individual folder holds records for an individual correspondent.
- A subject filing arrangement in which records
- A special folder follows a special guide.
are arranged in alphabetic order.
- Records are divided into broad groups & then Subject Filing – Advantages
subdivided into more specific topic (this can Geographic Filing Procedures
- Subjects are easier to remember than names.
accommodate larger volume of record)
- Related records are easy to find.
- Main division are PRIMARY subject heading Inspecting:
- Related records are not scattered throughout
(titles/topic), SECONDARY (second-level - Inspect each incoming letter to be sure it has been
the files.
heading), and the most specific heading are the releaser for filing.
- Files can easily be expanded by adding
third level or TERTIARY subject heading. - Check each paper to see that it has been dated.
subdivisions to main subject titles.
- If no date appears on the record, write or stamp
- Subject filing is appropriate for storing large
the current date on the record for filing purpose.
volumes of records.
- Security is provided because names are not
visible on files.
 Encyclopedic File Arrangement Subject Filing – Disadvantages Coding:
Characteristics - Geographic location is considered the first part
- Primary guide captions are general - Main subject titles & subdivisions may overlap. of the filing segment so mark the locations
subject titles. - Concise, clearly defined & uniformly stated subject clearly.
- Secondary guide captions are titles may be difficult to select. - Circle geographic units in the name & number
subdivisions of general subject titles. - Inconsistent subject coding on records may make them to show their rank in indexing order.
- Folder captions include main subject storage & retrieval difficult. - After that, index the correspondent’s name
titles & subdivisions. - Users may not remember exact titles. according to the alphabetic indexing rules.
- Planning & maintenance are required to assure - Use diagonal lines to separate the filing units &
- Is indirect access system: a filer may consistent use of approved subject titles. number them to show their indexing order.
need to reference an index before a - Subject filing is expensive because experienced filers
record can be files/retrieved. are required. Preparing cross-reference:
- A general subject folder with the - An experienced records analyst may be required to - As in alphabetic filing, cross-reference is
same label caption as the primary create the subject titles to assure that logical subjects sometime necessary.
guide is inserted behind the last are selected. - example: a compound name/an unusual
subdivision folder that subject. - Indexing, coding & cross referencing take more time name may require a cross-reference, or a
because each record must be read carefully and letter may contain useful info about another
Subject File/Index
thoroughly. company/person.
- After choosing the
dictionary/encyclopedic arrangement, Need for Geographic Filing Sorting:
next step is to select the subject heading. - Sort letters & other records by geographic
- Subject file list (AKA index) is complete - Geographic filing: method of storing & retrieving records in units, starting with the major geographic
listing of all subject heading in a subject alphabetical order by location of an individual, an unit & continuing until all units in the filing
filing system. organization/a project. segment have been used.
- Only one person should be responsible - The need of geographic succeed in many areas of our social
for assigning subject & maintaining the & political lives as well as business & industry.
subject file list (to avoid chaos)
Geographic Filing Method
Classification
- The process of analyzing & determining - Geographic system are tailored (modified) to fit the need of the
the subject content of a record & selecting organization.
the subject heading under which it will be - The filing segment in geographic filing includes geographic filing
filed. units first, followed by the correspondent’s name.
- Must be concise, accurately descriptive of - Arranged from major to minor geographic units.
the content. Storage Arrangements
Dictionary storage arrangements: Lettered guide plan & location name
guide plan.
Encyclopedic storage arrangements: Lettered guide plan & location
name guide plan.
 Guide Plan
- Lettered guide plan: an arrangement of
Rules 3: Punctuation & Possessives geographic records with primary guides
- All punctuation is disregarded when indexing labeled with alphabetic letters.
personal & business names. - Location name guide plan: an arrangement of
toletters/words & index the names
- Close up the geographic records with primary guides
as one unit. labeled with location names.
- Names are indexed as written.
Geographic File Index
Rule 4: Single Letters & Abbreviations - An index systematically guides the access to
a) Personal names specific items contained within a larger body
- Initials in personal names are considered of information.
separate indexing units. - The alphabetic index & the master index are
- Abbreviations of personal names & nicknames useful indexes when filing by location.
are indexed as they are written.
- Do not spell out abbreviations/try to outguess Alphabetic Index
shortened names. - The index may be in form of:
* type list, card file/computer-generated list.
b) Business names - Info in the index must include:
- Single letters in business & organization names are * Correspondent’s name, state name, city name.
indexed as written.
- If single letters are separated by spaces, index each Following manner should be followed:
letter as a separate unit. - Before filing a record, refer to the alphabetic index to
- An acronym is indexed as one unit regardless of see if the name of the correspondent is in the index.
punctuation/spacing.
Master Index
Rule 5: Titles & Suffixes - A master index is a complete listing of all
a) Personal names – A title before a name, a seniority filing segments in the filing system.
suffix, or a professional suffix is the last indexing unit. - Advantages of computer database is
b) Business names – titles in business names are apparent: 2 useful indexes can be printed
indexed as written. from a single input of records.
- Folder labels & mailing labels can be
prepared, as well, from the same stored
data.