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Records Management

Terms in this set (32)

Dictionary Arragement
A single alphabetic filing arrangement in which all types of entries are interfiled in alphabetic order.
Direct Access
A method of accessing records by going directly to the file without.
Subject records management
An alphabetic system of storing and 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 and 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 correspondents' 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 and retrieving information.
middle digit storing
a numeric storage method in which the middle digits are used as the primary division for organizing the filing system.
block-numeric storing
a coding system based on the assignment of number ranges to subjects
duplex-numeric storing
a coding system using numbers (or sometimes letters) with two or more parts separated by a dash, space, or comma.
consecutive numbering method
a method in which consecutively numbered records are arranged in ascending number order, from the lowest number to the highest number.
decimal-numeric coding
a numeric method where records are classified by subject units of ten and coded for arrangement in numeric order.
adding subdivisions to main subject titles
What is one way to expand subject files?
Top right of the record
When preparing a letter to be filed in a subject file, where do you write the subject title?
Write the correct cross reference subject title in the margin if it is not exactly write in the text underline with a wavy line
what is the best way to code a cross reference subject in the body of a letter?
tax forms
In a dictionary subject arrangement, what should the corporate federal tax return be filed under
Master list, subject index, or subject list
A master index may also be called ______
alphabetic
What type of storage method is a subject records storage?
name index
What is used to find contact information for documents from correspondence stored in a subject file?
subjects are easier to find
How can misfiles be reduced when filing by subject?
Assign the next available number, if a number has not been assigned-or a G
How does a filer code a document for a new correspondent or subject that does not have an assigned number?
purchase orders
What records typically have pre-printed numbers and do not need assigned numbers?
numeric file, alphabetic file, accession log, and alphabetic index
What are the components of the consecutive numbering method?
Dewey Decimal Classification System
The numeric coding system often used in libraries is what type of system?
Use requisitions, OUT indicators, and a charge out log in the same way you use them for alphabetic and subject records storage
What is the method used when removing records from number records storage?
retrieve large numbers of records and preserve confidentiality...
A numeric storage system database can be used for what reasons?
Storage- inspecting, indexing, coding, number coding, cross-referencing, sorting, and storing
Retrieval- requisitioning, charging out, and following up
What are the procedures for storage and retrieval in a numeric storage system?
Code all units in the cross reference name or subject that has and X beside it in the margin
How are cross references coded in a numeric storage system?
When the range of topics is broad and may include correspondence, reports, clippings, etc.
When should you use subject filing?
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