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Records Management Final Exam

Terms in this set (44)

Dictionary arrangement
a filing arrangement in which all entries are in alphabetic order
Direct Access
a method of access to records without reference to an index of other finding aid
Subject records management
an alphabetic system of storing & retrieving records by their subject or topic
Inspecting
checking a record to determine whether it is ready to be filed
Relative Index
a dictionary type listing of all possible words & combinations of words by which records may be requested
Numeric Index
a current list of all files by the file numbers
Name Index
a listing of all correspondent's names stored in a subject file
Alphabetic Index
a reference to a numeric file, organized alphabetically, that is used when the name or subject is known but not the assigned number
Nonconsecutive numbering
a system of numbers that has blocks of numbers omitted
Alphanumeric coding
a coding system that combines letters and numbers, in combination with punctuation marks, to develop codes for classifying & retrieving information
Middle-digit storage
a numeric storage method in which the middle digits are used as the primary division for organizing the filing system.
Block-numeric coding
a coding system based on the assignment of number ranges to subjects
Duplex-numeric coding
a coding system using numbers (sometimes letters) with 2 or more parts separated by a dash, space or comma
Consecutive numbering method
a method which consecutively numbered records are arranged in ascending number order - from the lowest to highest
Decimal-numeric coding
a numeric method where records are classified by subject in units of ten & coded for arrangement in numeric order
What is one way to expand subject files?
by adding subdivisions to main subject titles
When preparing a letter to be filed in a subject file, where do you write the subject title?
at the top right of the record if its not in the text (p.260)
What is the best way to code a cross-reference subject in the body of a letter?
-Underline cross-reference subjects with a wavy line
-insert diagonals between units
-number all units starting with 1
-write the subject title in margin if its not exactly right in text
-place an X in the margin beside the cross-reference subject
(p.260)
In a dictionary subject arrangement, what should the corporate federal tax return be filed under?
...
A Master Index may also be called:
master list, subject index, subject list (p.256)
What type of storage method is a subject records storage?
Indirect? (p.255 says a subject file requires an index and therefore is considered an indirect access filing method)
What is used to find contact information for documents from correspondence stored in a subject file?
...
How can misfiles be reduced when filing by subject?
...
What is a relative index?
a dictionary type listing of all possible words & combinations of words by which records may be requested
How does a filer code a document for a new correspondent or subject that does not have an assigned number?
...
What are the advantages of using consecutive numeric records storage?
...
Which of the following records typically have preprinted numbers and do not need assigned numbers?
purchase orders
What are the components of the consecutive numbering method?
1)numeric file
2)alphabetic file
3)accession log
4)alphabetic index
(this is a method in which consecutively numbered records are arranged in ascending number order, from lowest to highest)
Tickler files are a form of which method of records storage?
...
The numeric coding system often used in libraries is what type of system?
DDC - Dewey Decimal Classification
What is the method used when removing records from numeric records storage?
p.287 When Retrieving, use requisitions, OUT indicators & a charge-out log.
What are the disadvantages of using consecutive numeric records storage?
p.290
-it is an indirect access method that requires reference to an alphabetic index
-more guides are necessary, therefor cost of supplies higher
-more time consuming than other methods
-congestion occurs at the end of the file where new records are added
-numbers can be easily transposed
A numeric storage system database can be used for what reasons?
often used for very large numbers of records
(invoices, sales ticklers, purchase orders)
What are the procedures for storage & retrieval in a numeric storage system?
-Inspecting & Indexing
-Coding
-Number coding
-Cross-referencing
-Sorting
-Storing
-Retrieving
How are cross-references coded in a numeric storage system?
p. 286 Code all units in the cross-reference name/subject that has an "X" beside it in the margin
When should you use subject filing?
...
What are advantages of subject filing?
p. 245
-subjects easier to remember than names
-related records easier to find
-files easily expanded
What are disadvantages of subject filing?
-titles may overlap as list grows
-clearly defined subject titles difficult to select
-inconsistent coding can make storage/retrieval difficult
Describe dictionary file arrangement:
a single alphabetic filing arrangement in which all types of entries are interfiled in alphabetic order
In subject filing, know how the guides and folder labels are arranged:
...
Block numeric:
based on the assignment of number ranges to subjects
Duplex numeric
uses numbers (sometimes letters) with two or more parts separated by a dash, space or comma
Decimal numeric:
records are classified by subject in units of ten and coded for arrangement in numeric order
Alpha numeric:
combines letters & numbers, in combination with punctuation marks, to develop codes for classifying & retrieving information.
THIS SET IS OFTEN IN FOLDERS WITH...