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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

Subject Filing

AOS 155

Chapter 8

subject filing2
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
Subjects used for Filing
  • Most commonly used and easy to remember
  • Provide for synonyms and related subjects
  • May be combined with other methods
advantages
Advantages
  • Keeps related records together
  • Easy to remember
disadvantages
Disadvantages
  • Choosing best titles can be difficult
  • Indexing and coding are more difficult
  • Consistency hard to maintain
  • Filers must be trained
dictionary arrangement
Dictionary Arrangement
  • Low volume of records
  • All files arranged alphabetically
  • No subdivisions
  • Special guides for convenience (high-use files)
encyclopedic arrangement
Encyclopedic Arrangement
  • Main subjects alphabetic
  • Subdivisions under main subjects alphabetic
  • Large volume of files/records
indexes
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.
assignments due monday
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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