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 Alphabetic subject index lists all subject titles used Cross-referencing is still used when necessary

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

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 2 nd subject

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

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

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.)