Subject Filing AOS 155 Chapter 8 Subject Filing

Subject Filing AOS 155 Chapter 8

Subject Filing n Alphabetically storing and retrieving records by their subject or topic n Used to keep all records on a single topic together n Good for internal subjects like “office equipment” or “inventory”

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

Advantages n Keeps related records together n Easy to remember

Disadvantages n Choosing best titles can be difficult n Indexing and coding are more difficult n Consistency hard to maintain n Filers must be trained

Dictionary Arrangement n Low volume of records n All files arranged alphabetically n No subdivisions n Special guides for convenience (high-use files)

Encyclopedic Arrangement n Main subjects alphabetic n Subdivisions under main subjects alphabetic n Large volume of files/records

Encyclopedic Arrangement Reports Annual Reports Quarterly Reports Sales - Central Region Sales - Eastern Region

Indexes n Master Index – all subjects used as titles in order. n Relative Index – all subjects that might be requested. n Name Index – for correspondence filed in subject order.

Assignments due Monday n Application 8 -1 n Subject Index – prepare a master index for your personal records. See ideas on pp. 219 -220.