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Subject Filing

Subject Filing. AOS 155 Chapter 8. Subject Filing. Alphabetically storing and retrieving records by their subject or topic Used to keep all records on a single topic together Good for internal subjects like “office equipment” or “inventory”. Subjects used for Filing.

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Subject Filing

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  1. Subject Filing AOS 155 Chapter 8

  2. Subject Filing • Alphabetically storing and retrieving records by their subject or topic • Used to keep all records on a single topic together • Good for internal subjects like “office equipment” or “inventory”

  3. Subjects used for Filing • Most commonly used and easy to remember • Provide for synonyms and related subjects • May be combined with other methods

  4. Advantages • Keeps related records together • Easy to remember

  5. Disadvantages • Choosing best titles can be difficult • Indexing and coding are more difficult • Consistency hard to maintain • Filers must be trained

  6. Dictionary Arrangement • Low volume of records • All files arranged alphabetically • No subdivisions • Special guides for convenience (high-use files)

  7. Encyclopedic Arrangement • Main subjects alphabetic • Subdivisions under main subjects alphabetic • Large volume of files/records

  8. Encyclopedic Arrangement

  9. Indexes • Master Index – all subjects used as titles in order. • Relative Index – all subjects that might be requested. • Name Index – for correspondence filed in subject order.

  10. Assignments due Monday • Application 8-1 • Subject Index – prepare a master index for your personal records. See ideas on pp. 219 -220.

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