CHAPTER 8 REVIEW AND DISCUSS
1. Define subject records management, and explain why this system is the best choice for
filing certain records.
Ans: Subject records management is a system of storing and retrieving records by their
subject or topic in an alphabetic sequence. Subject records management is often
considered the best choice for filing certain types of records because it allows for easy
retrieval of information on a specific subject. By grouping records together based on
subject matter, users can quickly locate all relevant records without having to go
through a variety of unrelated records. This system is also good for organisations that
deals with large amounts of data as it enables record managers to organize bills of data
base on subject and topic thereby making it easier to locate.
2. Give two reasons that an organization might have a subject filing arrangement for
records rather than arranging their records alphabetically by individual or company
names.
Ans: i. Easy retrieval of information
ii. Organization of a large volume of records
3. List three advantages and three disadvantages of using the subject records storage
method.
Ans: Advantages of subject records storage method.
I. Subjects are easier to remember than names.
II. Related records are easier to find.
III. Subject filing is appropriate for storing large volumes of records.
Disadvantages
I. Concise, clearly defined, and uniformly stated subject titles may be difficult to select.
II. Inconsistent subject title coding on records can make storage and retrieval difficult.
III. Users may not remember the exact titles or be unfamiliar with the subject titles and
may have more difficulty finding records.
4. What do you consider the most important advantage and the greatest disadvantage to
arranging records by subject?
Ans: The most significant advantage of arranging records by subject is that it allows for
easy access to information related to a particular topic. I consider this the best because
both researchers and filers can browse through the records based on their areas of
interest rather than going through individual record.
However, Subject filing is the most expensive storage method because experienced
filers are required. As such small organisations that can't afford the cost of hiring
expertise in the field and cost of maintenance might not be able to use this system
Also, the system can't be used in an area where experts are scarce.
5. Name two alphabetic arrangements of subject records storage, and explain how the two
arrangements are alike and how they differ.
Ans: The dictionary and Encyclopedic arrangements are similar as both arrangements
can be used to present a wide range of information, including definitions, descriptions,
and explanation in a structured and accessible manner using alphabetic order as the
primary organizing principle. However, they differ as the they differ as the Dictionary
entries are usually shorter and more concise, providing definitions and brief
explanations of terms and concepts. While, Entries in an encyclopedic arrangement are
usually longer and more detailed, so they cover a lot of ground
6. What two criteria determine which alphabetic arrangement to use for a subject records
system?
Ans: The nature and volume of the records determine which arrangement is used. The
dictionary arrangement is effective unless the volume and/or the nature of the records
make subdivision necessary
7. What supplies are needed when using the subject storage method? Describe the
placement of subject titles on guide and folder label captions.
Ans: Supplies used for the subject arrangement of physical files include guides, folders,
labels, and OUT indicators. Primary guides have one-fifth, first position cuts. Secondary
guides have one-fifth, second position cuts. Folders have one-third, third position cuts.
Guide captions used in subject records storage are determined by the kind of subject
arrangement used.
8. Explain how color can be used with subject labels or folders to help locate records and
reduce misfiles.
Ans: guides and folders for one subject may be one color; a different color would be
used for each subject. This helps to keep the files organized and makes it easier to find
the correct file when needed. Additionally, it can be a useful visual cue to help students
quickly identify the subject they are looking for. All general subject folders may be in
one color that is different from the color used for subject subdivision folders and guides.
Color bars may also be used to identify subject categories
9. Name and describe four indexes used with subject records storage.
Ans: Master Index: A master index is a printed alphabetic listing in file order of all
subjects used as subject titles in the filing system. The master index is also referred to as
the master list, subject index, or subject list. Having an updated printed copy of the
master index can help prevent misfiles and duplicate subject titles from occurring,
ensuring consistent coding and filing of records.
ii. Relative Index: A relative index is a dictionary-type listing of all possible words and
combinations of words by which records may be requeste. An advantage of a relative
index is that users can more easily retrieve records by searching for terms related to the
subject, even if these terms were not used when the record was originally filed.
iii. Numeric Index: A numeric index is a current list of all files by the file numbers. Such
an index shows numbers assigned to subject titles and helps filers avoid reusing the
same numbers when new subjects are added to the storage system.
iv. A name index is a listing of correspondents’ names stored in a subject file. The name
and address of each correspondent are included in the index, as well as the subject
under which each name is stored. Names are arranged alphabetically in text or database
files and may be printed.
10. Which two indexes are essential for all subject files? Name two types of computer
software that can be used to prepare subject file indexes.
Ans: Master and relative indexes are needed subject files.
11. Explain the procedure for storing and retrieving records in a subject records storage
system.
Ans: Steps in the subject filing storage procedure include inspecting, indexing, coding,
cross-referencing, sorting, storing, and retrieving.
A file should ead each record carefully and thoroughly to determine the filing segment.
Then Code the filing segment by separating the units with a diagonal, underling the key
unit, and numbering all other units. The next step iscoding by numbering the units in the
correspondent’s name. Select any of the subjects to be crossreferenced. Underline the
cross-referenced subjects with a wavy line, separate the units with diagonals, and
number all units. Write an X in the margin beside the cross-references. Prepare crossreference sheets or make copies of the record for storage. Sort records and crossreference sheets alphabetically by subject titles and subdivisions and file into
appropriate folders. Reference the master index to locate a record for retrieval
12. When filing letters into subject folders, how are records arranged in the folder?
Ans: the correspondence are stored first by subject and then alphabetically by
corewsponts's name with the most recent record being placed in front of the folder