Chapter 08

1. Chapter 8
Subject Records Management
RECORDS MANAGEMENT
Judith Read and Mary Lea Ginn
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2. Subject Records Management
 “Is an alphabetic system of storing and retrieving records
by their subjects or topic” (Read & Ginn, 2015, p. 189).
 “Subject filing is recommended when the range of topics
used within an organization is broad and may” include:
• Correspondence and reports
• Catalogs and inventory lists
• Research data
• Product development plans
• Etc. (Read & Ginn, 2015, p. 189).
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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
• Subjects are easier to
remember than names
 Disadvantages
• Concise subject titles
and consistent coding
are needed
• Experienced filers are
required
• Indexing, coding, and
cross-referencing take
more time
• Main subject titles and
subdivisions may
overlap as the list of
subject titles grow.
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4. Dictionary Arrangement
 All types of entries (names, subjects, titles, etc.) are
interfiled (Read & Ginn, 2015, p. 192).
 Subject folders are arranged behind A to Z guides in
alphabetic order (Read & Ginn, 2015, p. 192).
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5. Encyclopedic Arrangement
 Records are filed under broad, major subject titles and
then a specific subtitle to which they relate (Read &
Ginn, 2015, p. 193).
 Titles and subtitles are arranged alphabetically
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6. Guides and Labels
 “Guide labels used in subject records are determined by
the subject titles used” (Read & Ginn, 2015, p. 198).
 Subject filing requires customized labeling of guides and
folders for subjects and subdivision.
 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 (Read & Ginn, 2015, p. 199).
 Captions should be in all capitals with no punctuation.
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8. OUT Indicators
 Records that have been removed from the file are listed
on OUT indicators (Read & Ginn, 2015, p. 200).
 ***The indicators use subject titles for records rather than
names (Read & Ginn, 2015, p. 200).
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9. Subject Indexes
 An indirect access system requires the use of an external
index (Read & Ginn, 2015, p. 200).
 Indexes are electronic/digital or printed lists.
 Indexes are created in text or database files.
 A print copy is placed in the storage area for reference.
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10. Master Index
 Is a printed alphabetic listing of all subject titles used in
the filing system (Read & Ginn, 2015, p. 201).
 Master Index is referred to as master list, subject index, or
subject list(Read & Ginn, 2015, p. 201).
 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 and
combination of words by which records may be
requested (Read & Ginn, 2015, p. 202).
 “The word relative is used because the index includes
not only all subject titles used in the system but also
synonyms for subjects or any related subject titles that
filers might consider logical topics for storing and
retrieving records” (Read & Ginn, 2015, p. 202).
 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 (Read & Ginn, 2015,
p. 202).
 Used in systems that assign numbers to subject titles (Read &
Ginn, 2015, p. 202).
 Name index
 A list of correspondents’ names stored in a subject file(Read
& Ginn, 2015, p. 202).
 Includes the name and address of each correspondent and
the related subject title (Read & Ginn, 2015, p. 202 & 203).
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13. Storage and Retrieval Procedures
 Inspecting—checking a record to determine whether it is
ready to be filed (Read & Ginn, 2015, p. 204).
 Indexing—the mental process of determining the subject
filing segment to be used (Read & Ginn, 2015, p. 205).
 Coding—marking the filing segment on the record (Read
& Ginn, 2015, p. 205).
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14. Storage and Retrieval Procedures
 This letter has a release mark and is coded for filing
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15. Storage and Retrieval Procedures
 Cross-referencing—placing forms or copies of records in
alternate locations (Read & Ginn, 2015, p. 208).
 Sorting—arranging records in filing order according to
the system used (Read & Ginn, 2015, p. 209).
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16. Storage and Retrieval Procedures
 Storing—placing a hard copy into an appropriate
location or saving an electronic record (Read & Ginn,
2015, p. 210).
 Retrieving—using indexes to help locate records and OUT
indicators to provide information about records removed
from the files (Read & Ginn, 2015, p. 210).
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17. Resource
 Read, J., & Ginn, M. L. (2015). Subject Records Management. In
Records management (10th ed.). Boston, MA: Cengage
Learning.
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