Subject Filing AOS 155 Chapter 8. Subject Filing Alphabetically storing and retrieving records by...
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Transcript of Subject Filing AOS 155 Chapter 8. Subject Filing Alphabetically storing and retrieving records by...
![Page 1: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/1.jpg)
Subject Filing
AOS 155
Chapter 8
![Page 2: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/2.jpg)
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”
![Page 3: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/3.jpg)
Subjects used for Filing
1. Most commonly used and easy to remember
2. Provide for synonyms and related subjects
3. May be combined with other methods
![Page 4: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/4.jpg)
Advantages
Keeps related records togetherEasy to remember
![Page 5: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/5.jpg)
Disadvantages
Choosing best titles can be difficult
Indexing and coding are more difficult
Consistency hard to maintain
Filers must be trained
![Page 6: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/6.jpg)
Dictionary Arrangement
Low volume of records All files arranged alphabetically No subdivisions Special guides for convenience (high-use
files)
![Page 7: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/7.jpg)
Encyclopedic Arrangement
Main subjects alphabetic Subdivisions under main subjects alphabetic Large volume of files/records
![Page 8: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/8.jpg)
Encyclopedic Arrangement
Reports
Reports Annual
Reports Quarterly
Reports Sales
Sales - Central Region
Sales - Eastern Region
![Page 9: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/9.jpg)
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.
![Page 10: 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.](https://reader036.fdocuments.us/reader036/viewer/2022082818/56649ec75503460f94bd40e0/html5/thumbnails/10.jpg)
Assignments due Monday
Application 8-1 Subject Index – prepare a master index for
your personal records. See ideas on pp. 219 -220.