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Subject Filing

This guide explores the method of subject filing, which involves storing and retrieving records based on their topic or subject, ensuring all related records are kept together. Subject filing is especially beneficial for internal topics such as "office equipment" or "inventory." The approach is easy to remember and can integrate synonyms and related subjects. While it maintains related records together, challenges include determining optimal titles, indexing difficulties, and consistent training for filers. Various arrangements, such as dictionary and encyclopedic, allow for efficient organization based on record volume.

brennan-frank
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Subject Filing

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  1. Subject Filing AOS 155 Chapter 8

  2. 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”

  3. Subjects used for Filing • Most commonly used and easy to remember • Provide for synonyms and related subjects • May be combined with other methods

  4. Advantages • Keeps related records together • Easy to remember

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

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

  7. Encyclopedic Arrangement • Main subjects alphabetic • Subdivisions under main subjects alphabetic • Large volume of files/records

  8. Encyclopedic Arrangement

  9. 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.

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

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