CODING SYSTEM

1. CODING SYSTEM • It consist of numbers, letters or combination of numbers and letters. • Used in designing and arranging subject headings for storage and retrieval of files/records. • Codes must be placed on: • File cover labels • Storage equipment labels • Records

2. Coding system facilitates filing, retrieval, and refilling of records when used together with subject file classification. • Coding scheme used with subject filing are: • Alphabetic • Alphanumeric • Block-numeric • Decimal-numeric • Duplex-numeric

3. ALPHABETIC ACC – Accounting ACCPYB – Accounts Payable BDG – Building BDGMNT – Building Maintenance BSN – Business BSNADM – Business Administration HR – Human Resources

4. ALPHANUMERIC HR Human Resource Department HR-01 Recruitment HR-01-00 Policy HR-01-01 General HR-01-02 Interview HR-02 Training HR-02-00 General HR-02-01 Facilitator HR-02-02 Venue HR-03 Retirement HR-03-00 Award HR-03-01 Benefits

5. BLOCK NUMERIC Consists of blocks of primary numbers that are located for each group of major function. Main Group HeadingBlock Number ADMINISTRATION 100-199 BUDGET 200-299 HUMAN RESOURCE 300-399 SALES 400-499

6. DECIMAL-NUMERIC Consists of number of the first subdivision followed by a decimal. Which is followed by one or more digit. 300 Budget 301 Annual Allocation 301.1 Management Allocation 301.1.0 Treasury Procedures 301.1.1 Pay and Allowances 301.2 Development Allocation 302 Annual Income 302.1 Profit 302.2 Loan

7. DUPLEX-NUMERIC Combination of numbers, letters, and hyphens. 1 Administrative Department 2 Public Relation Department 2-1 Advertising 2-1-0 Policy 2-1-1 Printed Media 2-1-1-1 Newspaper 2-1-1-2 Magazines 2-1-2 Electronic Media 2-1-2-1 RTM 2-1-2-2 TV3 2-1-2-3 NTV7

8. Subject Classification Techniques The Act of Classifying • Read the paper to determine the subject of primary importance in the text. • Identify and select the broad subject classification group into which the subject of primary important falls. • Consult and select the primary subject heading and number within the broad classification group which fits the subject of primary importance

9. The Act of Indexing • Determine whether the text is policy matter or general matter. • Of general matter, use the general file number under the Primary Subject Heading. • If not a general matter and also not a policy matter, decide what the subject of the Main Primary Subject Heading. • Find the relation to the subject classification scheme which will guide to a particular relative sub-subject files. • If not, create new index and file.

10. The Act of Coding • Determine it objective code consideration such as departmental unit, organization, location, etc. • Classify under the originally selected Primary Subject Heading and number. • If the file does not exist, select the correct objective code symbol and have a new file created.

11. THE INDEX • Tool for locating specific information contained within document. • A good index quickly guides users to any significant piece of information within a file. • Head of registry/Records Manager have to supervise the establishment of files and identification of keywords. • Index sheet should be created for each approved keyword and filed in an index book in alphabetical order.

12. EXAMINATION OF SUBJECT FILES AND DOCUMENT • Ensure that file are in good physical order & condition • Check routing references on the file covers to ensure that all have been properly signed. Ie: “File”, “KIV” or any other actions. • Check that the contents of the files have been correctly classified and indexed. • Ensure that office have concluded their action fully. • Direct the creation of sub-files if the examination reveals that this has become necessary. • Ensure that the contents are in their proper order, normally chronologically.