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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 single topic together
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
Keeps related records togetherEasy to remember
Disadvantages
Choosing best titles can be difficult
Indexing and coding are more difficult
Consistency hard to maintain
Filers must be trained
Dictionary Arrangement
Low volume of records All files arranged alphabetically No subdivisions Special guides for convenience (high-use
files)
Encyclopedic Arrangement
Main subjects alphabetic Subdivisions under main subjects alphabetic Large volume of files/records
Encyclopedic Arrangement
Reports
Reports Annual
Reports Quarterly
Reports Sales
Sales - Central Region
Sales - Eastern Region
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.
Assignments due Monday
Application 8-1 Subject Index – prepare a master index for
your personal records. See ideas on pp. 219 -220.