records filing methods
DESCRIPTION
Records Filing Methods. Update 2010 Fall. Outline. Alphabetic Subject Numeric Geographic (See Chapter 6, 8, 9, 10 of the reference book for details) *When you study this session, please think ahead if IT helps and how?. Alphabetic Filing Method. Alphabetic Records Management. - PowerPoint PPT PresentationTRANSCRIPT
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RECORDS MANAGEMENT
OutlineOutline
Alphabetic Subject Numeric Geographic
(See Chapter 6, 8, 9, 10 of the reference book for details)* When you study this session,
please think ahead if IT helps and how?
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Alphabetic Filing Alphabetic Filing MethodMethod
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RECORDS MANAGEMENT
Most common method A method of storing and arranging records
according to letters of the alphabet
Alphabetic Records Alphabetic Records ManagementManagement
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RECORDS MANAGEMENT
Alphabetic System Alphabetic System AdvantagesAdvantages The alphabetic dictionary (A to Z) order of
arrangement is simple to understand. Storage is easy if standard procedures are
followed. System does not require an index. The records with names that begin with
numbers are filed before the other records with all alphabetic names.
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RECORDS MANAGEMENT
Alphabetic System Alphabetic System Advantages (cont’)Advantages (cont’) Related records from one name, either a
company or an individual, are grouped together.
Misfiles are easily checked by examining alphabetic sequence.
The direct access feature can save time and, thus, reduce costs of operation.
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RECORDS MANAGEMENT
Alphabetic System Alphabetic System DisadvantagesDisadvantages Misfiling is prevalent if rules for alphabetic
storage are not established and followed. Similar names may cause confusion,
especially when spellings are not precise. Transposition of some letters of the
alphabet is easy, causing filing sequence to be out of order.
Filing under the wrong name can result in lost records.
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RECORDS MANAGEMENT
Alphabetic System Alphabetic System Disadvantages (cont’)Disadvantages (cont’) Names on folders are seen instantly by
anyone who happens to glance at an open storage container. Consequently, confidential or classified records are not secure.
Related records with different correspondent names are filed in more than one place.
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Subject Filing MethodSubject Filing Method
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RECORDS MANAGEMENT
Subject Records Subject Records ManagementManagement An alphabetic system of storing and
retrieving records by their subject or topic Subject filing is recommended when the
range of topics is broad Arrangement of subjects/topics
◦ Dictionary Arrangement◦ Encyclopedic Arrangement
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RECORDS MANAGEMENT
Dictionary ArrangementDictionary Arrangement Subject folders are arranged behind A-to-Z
guides in correct alphabetic order by subject title◦ Primary guide labels contain letters A to Z in
alphabetic order◦ Folder captions include the letter (A-Z) and
subject title◦ Special guides identify folders referenced often
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RECORDS MANAGEMENT
B Branch Offices
B BankingB
A Applications
A AccountingA
Dictionary Arrangement Dictionary Arrangement (cont’)(cont’)
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RECORDS MANAGEMENT
Primary (A-Z) guide
Special guide Folder
caption
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RECORDS MANAGEMENT
Encyclopedic ArrangementEncyclopedic Arrangement A subject filing arrangement in which
records are filed under broad, major subject titles and then under the specific subtitle to which they relate
Titles and subtitles are arranged alphabetically
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RECORDS MANAGEMENT
Encyclopedic ArrangementEncyclopedic ArrangementCharacteristicsCharacteristics
Primary guide captions are general subject titles
Secondary guide captions are subdivisions of general subject titles
Folder captions include main subject titles and subdivisions
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RECORDS MANAGEMENT
Accounting Accounts Receivable
Accounts Receivable
Accounting Accounts Payable
Accounts Payable
Accounting
Main title guide
Subtitle guide Folder
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RECORDS MANAGEMENT
Indexes for Subject FilingIndexes for Subject Filing
Master Alphabetic list of all subject titles in the system
Relative Alphabetic list of all subject titles, synonyms, or related subject titles
Numeric List of all files by file numbers
Name List of all files by file names (e.g. correspondents’ names)
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RECORDS MANAGEMENT
Master IndexMaster Index
Applications
Architectural Designs
Chicago Office
Miami Office
Banking Services
Credit Cards
Charitable Donations
Customer Services
Discount Cards
Data Entry Guidelines
Formatting
Keystrokes
Efficiency Study Reports
Founder’s Day Plans
Dedication Ceremony
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RECORDS MANAGEMENT
Relative IndexRelative Index
Subject Title Filed Under
Applications Applications
Architectural Designs Architectural Designs
Chicago Office Architectural Designs
Miami Offices Architectural Designs
…… ……
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RECORDS MANAGEMENT
Advantages of Subject Advantages of Subject FilingFiling Subjects are easier to remember than
names Related records are easy to find, not
scattered throughout the files Files can easily be expanded by adding
subdivisions to main subject titles Subject filing is appropriate for storing large
volumes of records Security is provided because names are not
visible on files
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RECORDS MANAGEMENT
Disadvantages of Subject Disadvantages of Subject FilingFiling Subject titles 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 titles
Subject filing is expensive because experienced filers are required
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RECORDS MANAGEMENT
Disadvantages of Subject Disadvantages of Subject Filing (cont’)Filing (cont’) An experienced records analyst may be
required to create the subject titles to assure that logical subjects are selected
Indexing, coding, and cross-referencing take more time because each record must be read carefully and thoroughly
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Subject Filing GuidelinesSubject Filing Guidelines Select subject titles that best reflect stored
records, are meaningful to file users, and are easy to remember
Select subjects that have only one interpretation
Use one-word subject titles if possible Use plural titles whenever possible
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Subject Filing Guidelines Subject Filing Guidelines (cont’)(cont’) Provide for the occasional use of alternate,
synonymous, or related subject titles Consider combining filing methods when
subdividing and subsorting records in large subject filing systems
Designate one person to manage the subject titles
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RECORDS MANAGEMENT
How records are filed at your workplace? Do you follow any standard or rule
for records filing?
DiscussionDiscussion
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Numeric Filing Numeric Filing MethodMethod
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RECORDS MANAGEMENT
Numeric Records Numeric Records ManagementManagement A classification system for arranging records
based on numbers:◦Consecutive numbering◦Nonconsecutive numbering◦Numeric coding used in combination with
subject or geographic filing
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Consecutive Numbering Consecutive Numbering MethodMethod Consecutively numbered records are arranged in
ascending number order—from the lowest number to the highest number.
One guide for every ten folders
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RECORDS MANAGEMENT
The general alphabetic file should be placed at the beginning of the numeric file.
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RECORDS MANAGEMENT
Consecutive Numbering Consecutive Numbering SuppliesSupplies Numbered guides and folders for the
numeric file Alphabetic guides and folders for the
general alphabetic file Database software (or a lined book) for an
accession log Database or word processing software for
an alphabetic index
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RECORDS MANAGEMENT
Accession LogAccession Log a serial list of numbers assigned to records in a
numeric storage system
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RECORDS MANAGEMENT
Alphabetic IndexAlphabetic Index a reference to a numeric file that is used when the
name or subject is known but not the assigned number.
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RECORDS MANAGEMENT
Databases for Numeric Databases for Numeric StorageStorage Database software can simplify creation of
the accession log and the alphabetic index. All information can be kept in one database
table. The sort function can sort file code numbers
for the accession log.
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RECORDS MANAGEMENT
Advantages of Advantages of Consecutive NumberingConsecutive Numbering Rapid re-filing Easy and unlimited expansion Built-in security Same numeric code for all records for one
customer Labeling takes less time Easy detection of misfiled records
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RECORDS MANAGEMENT
Disadvantages of Disadvantages of Consecutive NumberingConsecutive Numbering Requires reference to alphabetic index Requires more guides Congestion Numbers can be easily transposed, which
causes misfiles
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Terminal-Digit StorageTerminal-Digit Storage Numeric coding in combination with subject
filing Numbers are divided into groups separated
by a space or a hyphen Numbers are read from right to left The end digits are the terminal digits The terminal digits are used as the primary
division under which a record is filed
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502-64-9485502-64-9485Terminal Digits
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Terminal-Digit Terminal-Digit Accession Log Query ResultsAccession Log Query Results
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RECORDS MANAGEMENT
Middle-Digit StorageMiddle-Digit Storage Numeric coding in combination with
subject filing Numbers are divided into groups
separated by a space or a hyphen. Numbers are read from middle to left to
right. The middle group—middle digits—are
used as the primary filing division.
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RECORDS MANAGEMENT
35-14-6535-14-65Middle Digits
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RECORDS MANAGEMENT
Other Numeric Coding Other Numeric Coding SystemsSystems
Block-Numeric Groups of numbers represent primary and secondary subjects.
Duplex-Numeric Numbers with two or more parts separated by a dash, space, or comma.
Decimal-Numeric Records are classified by subject in units of ten.
Alphanumeric Combination of letters, numbers, and punctuation marks.
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RECORDS MANAGEMENT
Block-Numeric ExampleBlock-Numeric Example
100 MANAGEMENT110 RECORDS MANAGEMENT
111 FILING EQUIPMENT112 FILING SYSTEMS113 RETENTION SCHEDULE
120 SALES MANAGEMENT121 ADVERTISING
200 PRODUCT
100 MANAGEMENT110 RECORDS MANAGEMENT
111 FILING EQUIPMENT112 FILING SYSTEMS113 RETENTION SCHEDULE
120 SALES MANAGEMENT121 ADVERTISING
200 PRODUCT
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RECORDS MANAGEMENT
Duplex-Numeric ExampleDuplex-Numeric Example
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Decimal-Numeric ExampleDecimal-Numeric Example
1 MANAGEMENT1.1 RECORDS MANAGEMENT
1.1.1 FILING EQUIPMENT1.1.2 FILING SYSTEMS1.1.3 RETENTION SCHEDULE
1.2 SALES MANAGEMENT1.2.1 ADVERTISING
2 PRODUCT
1 MANAGEMENT1.1 RECORDS MANAGEMENT
1.1.1 FILING EQUIPMENT1.1.2 FILING SYSTEMS1.1.3 RETENTION SCHEDULE
1.2 SALES MANAGEMENT1.2.1 ADVERTISING
2 PRODUCT
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Alphanumeric ExampleAlphanumeric Example
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Geographic Filing Geographic Filing MethodMethod
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RECORDS MANAGEMENT
A methods of storing and retrieving records by geographic location usually arranged in an alphabetic or numeric order.
Closely related to subject records management
Geographic Records Geographic Records ManagementManagement
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RECORDS MANAGEMENT
Examples of Activities that Examples of Activities that Require Geographic FilingRequire Geographic Filing
Scientific research Oil and gas exploration Facility management Real estate transactions Emergency response Utility and telecommunication services Product distribution
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RECORDS MANAGEMENT
Advantages of Advantages of Geographic Records StorageGeographic Records Storage
Operations relating to a specific location are filed together
Each geographic area in storage is a unit or a group, and the shift of groups of records is easily accomplished by moving an entire group from one file location to another
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Disadvantages of Disadvantages of Geographic Records Storage Geographic Records Storage User must know the geographic location, or
an index must be created and maintained Guide and folder arrangements for some
large systems are complex
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RECORDS MANAGEMENT
Arrangement of Geographic Arrangement of Geographic RecordsRecords Dictionary storage arrangements
◦ an arrangement of records in alphabetic order. Encyclopedic storage arrangements
◦ alphabetic arrangement of major geographic divisions plus one or more geographic subdivisions also arranged in alphabetic order.
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Dictionary Arrangement of Dictionary Arrangement of RecordsRecords
Lettered Guide Plan Location Name Guide Plan
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Encyclopedic Arrangement of Encyclopedic Arrangement of RecordsRecords
Lettered Guide Plan Location Name Guide Plan
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RECORDS MANAGEMENT
Geographic Records Storage Geographic Records Storage Indexes Indexes Master index—a complete listing of all
filing segments in the filing system Alphabetic index—lists all correspondents
or subjects in geographic storage Numeric file list (accession log)—a serial
list of the numbers assigned to records in a numeric storage system
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RECORDS MANAGEMENT
Master Index for Geographic Master Index for Geographic FilesFiles
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Alphabetic Index for Alphabetic Index for Geographic FilesGeographic Files
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RECORDS MANAGEMENT
What are the problems of traditional records and records management?
How does IT help?
Discussion (again and Discussion (again and more)more)
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