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Subject Filing Procedures

Subject Filing Procedures. OT 122 Chapter Five. Introduction. Subject filing is storing records solely by subject matter or topic Should be used when other systems will not be effective when documents cannot be filed by any other single filing characteristic

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Subject Filing Procedures

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  1. Subject Filing Procedures OT 122 Chapter Five

  2. Introduction • Subject filing is storing records solely by subject matter or topic • Should be used when • other systems will not be effective • when documents cannot be filed by any other single filing characteristic • Alphabetic subject index lists all subject titles used • Cross-referencing is still used when necessary

  3. Subject Filing Procedures • Step 1 – Inspecting • Still checking for release mark! • Step 2 – Indexing • Read to determine main subject(s) • Match with a subject title in the alphabetic index • Determine cross-reference, if necessary • Index the name of the correspondent

  4. Subject Filing Procedures • Step 3 – Coding • Subjects are shortened to 3-letter codes • Written in upper right corner of record • Code cross-references with the squiggly line and ‘X’ in right margin • Step 4 – Cross-Referencing • Used when more than one subject • Cross-reference sheets are prepared, and then filed under the 2nd subject

  5. Subject Filing Procedures • Step 5 – Sorting • Sort alphabetically by main subject heading and then subheading • Step 6 – Filing and Retrieval • Within each subject folder, file alphabetically by name of correspondent, and then by date • Procedures for charging out are the same

  6. Managing E-mail • From About.com • Question: How Many Emails Are Sent Every Day? • Answer: Statistics, extrapolations and counting by Radicati Group from April 2010 estimate the number of emails sent per day (in 2010) to be around 294 billion. 294 billion messages per day means more than 2.8 million emails are sent every second and some 90 trillion emails are sent per year. Around 90% of these millions and trillions of message are but spam and viruses. • The genuine emails are sent by around 1.9 billion email users. • Best Practices – Archiving E-mail, page 78)

  7. Check Your Understanding • Subject Filing Procedures • We’ll do Correspondence Piece A as a class • You do Correspondence Piece B and turn in • List the 10 numbers for the CDs on page 75 • Ex. 3, 6, 7, 9, 1, 2, 4, 5, 8, 10 • Don’t check your answers! • HOMEWORK!!!! • Get supplies ready for Practical Application, pages 76 – 78 • Do AT LEAST steps 1 and 2 before class on Monday • (Checksheet 5 will be due at the end of class on Monday.)

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