Allison Barr
July 20, 2013
LIBR 257 Records Management (Place in D2L Dropbox)
A. Using Subject Codes
1. Determine which of the following subject codes should be used for storing the records listed
in No. 2.
Subject Title
Subject Code
HR APPLICATIONS
HRAPPS
CUSTOMER SERVICES
CSTSVCS
OFFICE SUPPLIES
OFFSUPP
RECORDS RETENTION SCHEDULE
RRS
FUND-RAISING PLANS
FNDPLN
VACATION SCHEDULES
VCNSCH
2.
Record
Subject Code
E-mail message from Jackie Conroy to the Human Resources
Department requesting one week of her annual vacation, July
18–24.
VCNSCH
Memo e-mailed to staff presenting the schedule for Founder’s
Day activities
FNDPLN
New electronic records retention schedule
RRS
Application for data entry position from Juan Carlos
HRAPPS
Letter from customer complaining about a lost order
CSTSVCS
Purchase order for printer paper and cartridges
OFFSUPP
Form 990 for Ford Foundation
FNDPLN
Schedule for Founder’s Day dedication ceremony
FNDPLN
Application for Records Manager appointment from Tina Abdul
HRAPPS
Invoice for printer paper and cartridges
OFFSUPP
New policy on Public Records Act disposition
RRS
Development Office memorandum on activities for centennial
celebration
FNDPLN
Form I-9 for Karen Wei-Chi Wang
HRAPPS
Business card templates
OFFSUPP
Raiser's Edge reports
FNDPLN
B. Comparing Consecutive, Middle-Digit, and Terminal-Digit Arrangements
Study the following diagrams to understand how a numeric records management system
determines the file location of records. Multiple-digit numeric codes are used to designate file
drawer or shelf numbers, guide numbers, and folder numbers. Note how records locations change
with the use of different numbering systems.
Voucher Numbers
16207
16204
16206
16205
16208
16209
Location with Consecutive Numbering Method
All would be filed
in serial order on
the same shelf.
16209
File Shelf Numbers
16208
16400- 16499
16207
16300- 16399
16206
16200- 16299
16205
16204
Front
Location with Middle-Digit Numbering Method
Primary (Shelf No.)
63
01 62 09
Secondary
(Guide No.)
62
01 62 08
01 62 07
01 62 06
01 62 05
01 62 04
61
Tertiary
(Folder No.)
All would be on the same shelf and behind the
same guide in the same area of the shelf. File first
by shelf number (62), then by guide number (01),
then by folder number (04-09).
Location with Terminal-Digit Numbering Method
Primary
(Shelf No.)
01 62 09
01
01 62 08
Secondary
01 62 07
(Guide No.)
01 62 06
Tertiary
(Folder No.)
01 62 05
01 62 04
Shelf
04
02
05
03
06
07
08
09
Records would be distributed in shelf areas from
04 to 09, behind guide number 62 in each of
these areas, and in folder 01 in each area. File
first by shelf number (04-08), then by guide
number (62), then by folder number (01).
Instructions: Arrange the following numbers in the order for consecutive, terminal-digit, and
middle-digit numbering. (Add a zero to the beginning of each number for terminal-digit and
middle-digit arrangements.) Identify the shelf location that would be used to store records with
these numbers. Assume that the shelf files for storing these records follow a pattern similar to the
previous illustrations.
Record No.
1 67 54
2 13 27
1 74 56
2 91 75
2 60 00
2 74 10
2 71 19
2 71 10
2 71 17
1 78 59
Consecutive
16754
17456
17859
21327
26000
27110
27117
27119
27410
29175
Terminal-Digit
02 60 00
02 71 10
02 74 10
02 71 17
02 71 19
02 13 27
01 67 54
01 74 56
01 78 59
02 91 75
Middle-Digit
02 13 27
02 60 00
01 67 54
02 71 10
02 71 17
02 71 19
02 74 10
01 74 56
01 78 59
02 91 75
C. Arranging Records by Facility Location
A large gas and electric utility uses coordinates internal to the corporation facilities to identify
the location of equipment (fittings, valves, subsystems, pipe runs, compressors, etc.). Each piece
of equipment or pipe run has a tag number associated with it. The tag number is used as a
document ID for accessing various documents, such as the specification sheet, a drawing, a bill
of materials, and an Operations and Maintenance manual for the item. The documents are filed
numerically by tag number.
The tag number is comprised of the following elements:
 the area number of the plant
 the system type (s = steam, o = oil, g = gas)
 the line number or system number it is located on
 a pipe size
 an item number (sequential number for the type of equipment starting with 1)





Example: Tag # 170-G-221-8-1234 for Newport Gas Plant is:
in plant area 170
a gas system (G)
gas line number 221
8"
item #1234
1. Create tag numbers for the items listed below. The first number is shown as an example.
a.
b.
c.
d.
e.
f.
g.
h.
Pipe run item #438 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101
Valve #623 on 4" line number 789 in the San Francisco Steam Plant area 447
Well fitting #651 on 8" well line number 66 in the San Francisco Oil Basin area 73
Valve #437 on 12" line number 44 in the Chillicothe Natural Gas Plant area 101
Pipe fitting #321on 16" line number 1878 in the San Francisco Steam Plant area 637
Pipe fitting #652 on 4" line number 788 in the Chillicothe Natural Gas Plant area 107
Valve #752 on 8" well line number 66 in the West Colorado Oil Basin area 77
Line #702 on 4" well line number 833 in the West Colorado Oil Basin area 87
Tag Numbers
a. 101-G-44-12-438
e. 637-S-1878-16-321__________
b. _447-S-789-4-62____________
f. 107-G-788-4-652____________
c. 79-O-66-8-651______________
g. 77-O-66-8-752______________
d. 101-G-44-12-437____________
h. 87-O-833-4-702_____________