The document discusses subject records management systems. It describes how records are stored and retrieved by their subject rather than by names. Records are filed under main subject titles and subdivisions. Indexes and cross-references are required to help locate records indirectly. Storing records properly involves inspecting, indexing, coding, cross-referencing, sorting, and storing files in alphabetical order. Retrieving records uses the indexes and OUT indicators to find requested records. Understanding subject filing systems is important for efficient records retrieval.

1. RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
Chapter 8
Subjects Records Management
Copyright 2011 South-Western, Cengage Learning

2. Subject Records Management
• An alphabetic system of storing and
retrieving records by their subjects
• Examples of use
• Correspondence and reports
• Catalogs and inventory lists
• Research data
• Product development plans
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3. Subject Records Management
• Advantages
• Related records are filed together
• Files can be easily expanded by adding subdivisions to
main subject titles
• Correspondents’ names are not shown on folders
• Disadvantages
• Concise subject titles and consistent coding are needed
• Experienced filers are required
• Indexing, coding, and cross-referencing take more time
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4. Dictionary arrangement
• All types of entries (names, subjects, titles,
etc.) are interfiled
• Subject folders are arranged behind A-to-Z
guides in alphabetic order
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5. Encyclopedic Arrangement
• Records are filed under major subject titles
and then a specific subtitle
• Subject folders are arranged behind primary
and secondary guides in alphabetic order
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6. Guides and Labels
• Subject filing requires customized labeling of
guides and folders
• Captions should have consistent spacing and
style
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7. Folders and Labels
• Folder labels include the main subject title
and any subdivisions
• Captions should be in all capitals with no
punctuation
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8. OUT Indicators
• List records that have been removed from
the file
• Use subject titles for records rather than
names
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9. Subject Indexes
• Required for indirect access systems
• Created in text or database files
• Print copy placed in storage area for
reference
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10. Master Index
• An alphabetic listing of all subject titles used
in the filing system
• Only titles on the master index are used for
filing and retrieving records
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11. Relative Index
• An alphabetic listing of all possible words by
which records may be requested
• Serves as a cross-reference device
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12. Numeric and Names Indexes
• Numeric index
– A list of all files arranged by file number
– Used in systems that assign numbers to subject titles
• Name index
– A list of correspondents’ names stored in a subject file
– Includes the name and address of each correspondent
and the related subject title
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13. Storage and Retrieval Procedures
• Inspecting
• Indexing
• Coding
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14. Storage and Retrieval Procedures
• Cross-referencing
• Sorting
• Storing
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15. Storage and Retrieval Procedures
• Retrieving
– Use indexes to help
locate records
– Use OUT indicators to
provide information
about records removed
from the files
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Understanding the subject records
system is critical to retrieving records.