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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

AOS 155

Chapter 8


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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”


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Subjects used for Filing

  • Most commonly used and easy to remember

  • Provide for synonyms and related subjects

  • May be combined with other methods


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Advantages

  • Keeps related records together

  • Easy to remember


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Disadvantages

  • Choosing best titles can be difficult

  • Indexing and coding are more difficult

  • Consistency hard to maintain

  • Filers must be trained


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Dictionary Arrangement

  • Low volume of records

  • All files arranged alphabetically

  • No subdivisions

  • Special guides for convenience (high-use files)


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Encyclopedic Arrangement

  • Main subjects alphabetic

  • Subdivisions under main subjects alphabetic

  • Large volume of files/records



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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.


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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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