Mindmap Chapter 5 OBM247 PDF

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the mind map for chapter 5 obm247...

Description

Consecutive numeric filing: Consecutive numbered records are arranged in ascending number order-from the lowest number to the highest number.

Consecutive Numbering Components - Accession log -Alphabetic index -Numbered file -Alphabetic file

It is a general alphabetic file in which guide and folder captions contain only letters of the alphabet

Numeric filing -method in which the last two or three digits are used as the primary division under which a record is filed

An accession log is a serial list of numbers assigned to records in a numeric storage system

Databa tabases Nume meric Storag rage. Da taba ses ffor or Nu me ric Sto rag e. Database software can simplify creation of the accession log and the alphabetic index. Middle Digiit St Stor orage age.. Midd le Dig or age

Numeric Records Management An alphabetic index is a card or a computer file of all correspondent names or subject titles arranged alphabetically.

Chronologic Storage. Records filed in date sequence— most recent on top, or oldest on top. Principle followed in all storage methods. Terminal-digit storage Numeric storage method in which the last two or three digits are used as the primary division under which a record is filed

Numbers are divided into groups separated by a space or a hyphen. The middle group—middle digits— are used as the primary filing division. Numbers are read from middle to left to right.

Consecutive number filing -Inspecting- Check each record for a release mark-to indicate the record can be filed. -Coding- Select the correspondent name or subject that is the filing segment and code the units. -Sorting- Placing the records in alphabetic order -Number coding- Consult the alphabetic index -Write the assigned file code or a G in upper right corner of record

Dictionary Arrangement -Arrangement of records in alphabetic order (A-Z) -Used when filing system contain a single geographic unit, such as a file of all street, all cities, all states, or all country. -Using two different guide plans: O Lettered Guide Plan O Location Name Guide Plan

Encyclopedic Arrangement *Alphabetic arrangement of major geographic division plus one or more geographic subdivision *Either lettered guide plan or location name guide plan may be used for subdivision *Also uses the lettered guide plan for secondary city guides and location name guide plan for secondary city guides

Dictionary storage arrangements o Lettered guide plan o Location name guide plan Encyclopedic storage arrangements o Lettered guide plan o Location name guide plan MASTER INDEX  a complete listing of all filing segments in the filing system.  Advantages of computer database are apparent: Two useful indexes can be printed from a single input of records.

The filing segment in geographic filing includes geographic filing units first, followed by the correspondent’s name

Geographic File Index  The alphabetic index and the master index are useful indexes when filing by location.  The index may be in form of Type list Card file, or Computer-generated list

Geographic Records

Geographic filing- method of storing and retrieving records in alphabetical order by location of an individual, an organization, or a project

Geographic Filing Procedures -Inspecting -Coding -Preparing cross-reference -Sorting -Filing

 Lettered guide plan— -an arrangement of geographic records with primary guides labeled with alphabetic letters  Location name guide plan— -an arrangement of geographic records with primary guides labeled with location names

-The first indication of a need in a system is an increase in the volume of incoming and outgoing records processed for filing -An overcrowded folder, always indicates a need for expansion

Subject records management—an alphabetic system of storing and retrieving records by their subject or topic

o

o Dictionary Arrangement - Subject folders are arranged behind A-to-Z guides in correct alphabetic order by specific subject o Dictionary File Management- Primary guide labels contain letters A to Z in alphabetic order o

Special guides identify folders referenced often

Subject Code o Write long subject with subdivision in the top right corner of a record o For one-word subject, the subject code may consist of the first letter of the word and next 2 or 3 consonants in word o Example: ACC for Accounting, ADM for Administration, and MGT for Management o The code should be recognizable as an abbreviation of the word in the subject

Subject Records Management Subject Filing- is a method of classifying, coding and filing records by subject

Classification

Encyclopedic Arrangement

The process of analyzing and determining the subject content of a record and selecting the subject heading under which it will be filed

Main division are PRIMARY subject heading (titles or topic), SECONDARY (secondlevel heading), and the most specific heading are the third level, or TERTIARY subject heading...