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Record Management CH 8 & 9

Terms in this set (28)

An alphabetic system of storing and retrieving records by their subject or topic.
Subject records management
A single alphabetic filing arrangement in which all types of entries (names, subjects, titles, etc) are interfiled in alphabetic order.
Dictionary arrangement
A subject filing arrangement in which records are filed under the specific subtitle to which they relate.
Encyclopedic arrangement
A method of access to records that requires prior use of an external index.
Indirect access
A method of access to records without reference to an index or other finding aid.
Direct access
A printed alphabetic listing in file order of all subjects used as subject titles in the filing system.
Master index
A dictionary-type listing of all possible words and combinations of words by which records may be requested.
Relative index
A current list of all files by the file numbers.
Numeric index
A listing of correspondent's names stored in a subject file.
Name index
Any classification system for arranging records that is based on numbers.
Numeric records management
A method in which consecutively numbered records are arranged in ascending number order-from the lowest number to the highest number.
Consecutive numbering method
A serial list of numbers assigned to records in a numeric storage system; also called an accession book or numeric file list.
Accession log
A reference to a numeric file, organized alphabetically, that is used when the name or subject is known but not the assigned number.
Alphabetic index
A system of numbers that has blocks of numbers omitted.
Nonconsecutive numbering
A numeric storage method in which the last two or three digits of each number are used as the primary division under which a record is filed and groups of numbers are read from right to left.
Terminal-digit storage
A numeric storage method in which the middle digits are used as the primary division for organizing the filing system.
Middle-digit storage
A method by which records are filed in date sequence, either in reverse sequence (with the most recent date on top) or forward sequence.
Chronologic storage
A coding system based on the assignment of number ranges to subjects.
Block-numeric coding
A coding system using numbers (or sometimes letters) with two or more parts separated by a dash, space or comma.
Duplex-numeric coding
A numeric method of classifying records by subject in units of ten and coded for arrangement in numeric order.
Decimal-numeric coding
A coding system that combines letters and numbers, in combination with punctuation marks, to develop codes for classifying and retrieving information.
Alphanumeric coding
Checking a record to determine whether it is ready to be filed.
Inspecting
The mental process of determining the filing segment (or name) by which a record is to be stored and the placing or listing of items in an order that follows a particular system.
Indexing
The act of assigning a file designation to records as they are classified.
Coding
Shows the name in a form other than that used on the original record and indicates the storage location of the original record.
Cross-reference
Arranging records in the sequence in which they are to be stored.
Sorting
Placing records into storage containers.
Storing
Steps to storage.
Inspecting, Indexing, Coding, Cross-reference, sorting, storing.
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