SUBJECT CLASSIFICATION OPERATIONS

1. SUBJECT CLASSIFICATION OPERATIONS Subject File Classification Subject file is a collection of papers on a specific subject or its specific sub-subjects collated & placed within a single file container under the logical arrangement of a subject classification plan. Classifying records Act of determining the subject/subjects under which the records are to be named, numbered, cross-referenced & filed.

2. Subject Classification • Types • Fields • Locations • Categories • Organizations • Identify group • Custody or standardized the files/records

3. Categories of Subject Files • Administrative files/records of an internal housekeeping nature. • Operational files/records created by a department or agency in carrying out its main functional role.

4. Characteristics for Good Classification Systems • Simple as possible easy to operate • Permit additions and deletions • Logically arranged by groups of related subjects • Effective • Installed with a view to economy

5. Benefits of A Good Subject File Classification • An aid to services • can result in better, faster, cheaper reference service where complete files/records are produced quickly. • An aid to research • Can make the proper arrangement of written accounts of facts and events • An aid to documentation • Can make the proper arrangement of written accounts of fact and events

6. An aid to preservation • Can speed up the identification and segregation of valuable records since selection will be easier • An aid to disposal • Can speed up the identification and segregation of files/records of limited usefulness

7. An aid to economy • Can effect economies when it is applied to the whole organization by mass purchase of uniform equipment and supplies • An aid to personnel • Can permit the transfer of records personnel from one division to another or from one department to another, wherever situated without training.

8. Types of Subject Classification Systems • Alphabetical systems • Function and activity systems • Administrative structure systems

9. Dictionary Filing System Examples: Akaun Jabatan Bantuan Kewangan Carta Organisasi Dewan Penyelidikan Elaun Perkhidmatan Jabatan Kerajaan Peralatan Rawatan Zakat Encyclopedia Filing System Examples: Primary Subject Heading Secondary Subject Heading Tertiary Subject Heading PERSATUAN PERSATUAN DIIM BELANJAWAN Alphabetical systems

10. BANGUNAN Baikpulih Keselamatan Pembinaan KEWANGAN Belanjawan Belanjawan Mengurus Tabung Amanah PERALATAN Alatulis Komputer Pembelian PERKHIDMATAN Pengambilan Temuduga Pencen Function and Activity Systems

11. Administrative Structure Systems

12. FILE COVER FOR CLASSIFIED RECORDS • Open records – white • Limited records – white with “limited” label • Confidential records – green • Secret – red with dark red cross marking • Top secret – yellow with dark red cross marking