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 2nd 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 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)
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.)