1. Subjects are easier to remember than names.

2. Related records are easier to find.

3. Related records are not scattered throughout the files.
4. Files can easily be expanded by adding subdivisions to main subject
titles.
5. Subject filing is appropriate for storing large volumes of records.
6. Security is provided because correspondent names are not visible to
unauthorized persons who may not know the subject under which a
record is filed.
1. Main subject titles and subdivisions may overlap as the list of
subject titles grows.
2. Concise, clearly defined, and uniformly stated subject titles may
be difficult to select.
3. Inconsistent subject title coding on records can make storage
and retrieval difficult.
4. Users may not remember the exact titles or be unfamiliar with
the subject titles and may have more difficulty finding records.
5. Planning and maintenance are required to assure
that approved subject titles are used consistently,
6. Subject filing is the most expensive storage method because
experienced filers are required.
7. An experienced records analyst may be required to create the
subject titles to assure that the most logical subjects are selected.
8. Indexing, coding, and cross-referencing take more time because
each record must be read carefully and thoroughly.
• Isi kandungan surat akan menentukan tajuk fail - jelas, ringkas dan padat.
• Singkatan tidak boleh digunakan. Contohnya:
BPR - Badan Pencegah Rasuah
BPR - Bengkel Pengurusan Rekod
ANM - Arkib Negara Malaysia
ANM - Akauntan Negara Malaysia
• Perkataan dengan ejaan yang sama tetapi berlainan makna, perlu dielakkan.
Contohnya:
Kabinet - Rak menyimpan fail
Kabinet - Parlimen
Primary and Secondary Guide Labels
Subject Folder Labels
Master Alphabetic list of all subject titles in the
Index filing system
Relative Alphabetic list of all subject titles,
Index synonyms, or related subject titles
Numeric A current list of all files by the file numbers
Index
Name List of all correspondents’ names stored in
Index a subject file
Applications Data Entry Guidelines
Architectural Designs Formatting
Chicago Office Keystrokes
Miami Office Efficiency Study Reports
Banking Services Founder’s Day Plans
Credit Cards Dedication Ceremony
Charitable Donations
Customer Services
Discount Cards

Master Index for a Subject File

 Subject Title Filed Under
Bookshelves Office Equipment
Cameras Microimage Equipment
Catalogs SEE Office Supplies
HVAC Manuals HVAC Manuals

Relative Index for a Subject File

Inspecting Check for release mark
Indexing Select filing segment
Coding Code main subject and subdivisions in the
text; write the subject in the upper right
corner; underline cross-reference subjects
with a wavy line; place an X in the margin.
Cross- Prepare cross-reference sheets for
referencing alternative subjects; file under
alternative subject titles
Sorting Sort by main titles, then
subdivisions
Storing File in subject folders
Retrieving Use master or relative index to
locate records
 One guide for every
ten folders

Consecutive Numbering Arrangement

 The general alphabetic
file should be placed at
the beginning of the
numeric file.

Consecutive Numbering Arrangement

An accession log
Alphabetic index
1. Re-filing of numerically coded records is rapid because people recognize
number sequences better and faster than alphabetic sequences.
2. Expansion is easy and unlimited. New numbers can be assigned without
disturbing the arrangement of existing folders or other stored records.
3. Transfer of inactive records is easy because the lowest numbers are the
oldest records and are stored together.
4. All cross-references are in the general alphabetic name database and do
not congest the drawers or shelves where numbered records are filed.
5. Security is provided because names do not appear on
All records for one customer bear the same numeric
code, keeping related records together.
6. Time and effort in labeling is minimized because numbers can be
affixed much more quickly than names subjects, or project titles.
7. Misfiled records are detected easily-numbers out of sequence are easier
to detect than misfiled records arranged alphabetically.
1. Consecutive numeric is an indirect access method that requires reference to an
alphabetic index.
2. More guides are necessary for the numeric method; therefore, the cost of
supplies can be higher.
3. Consecutive numeric storage is more time-consuming than other methods.
Records must first be sorted alphabetically and then resorted numerically prior
to storage. Resorting is eliminated with a database and use of the Find function
to locate specific names or numbers in the records file.
4. Congestion occurs around the end of the file where new records are added.
Records with the highest numbers are typically the most current and most
active records.
5. Numbers can be easily transposed, which causes misfiles.
35-14-65
Terminal Digits
Terminal Digits
35-14-65
Middle Digits
Terminal-Digit Middle-Digit
5.30.02

2.14.04

9.13.05

7.11.06
Block-Numeric Groups of numbers represent
Coding primary and secondary subjects.
Duplex-Numeric Numbers with two or more parts
Coding separated by a dash, space, or
comma.
Decimal-Numeric Records are classified by subject
Coding in units of ten.
Alphanumeric Combination of letters, numbers,
Coding and punctuation marks.
PERKARA DAN NOMBOR DECIMAL DUPLEX DUPLEX ALPHA-
PERKARA KECIL MUDAH NUMERIC ALPHA- NUMERIC
NUMERIC

IKLAN 100 100. 10 A A

KADAR 110 110. 10-1 A-a A-1
Akhbar 111 111. 10-1-1 A-a-a A-1-a
Buku 112 112. 10-1-2 A-a-B A-1-b
Majalah 113 113. 10-1-3 A-a-c A-1-c
PENYALINAN 120 120. 10-2 A-b A-2
Akhbar 122 121. 10-2-1 A-b-a A-2-a
B. Harian 121.1 10-2-1-1 A-b-a-a A-2-a-1
Januari 121.11 10-2-1-1-1 A-b-a-a-a A-2-a-1-a
Februari 121.12 10-2-1-1-2 A-b-a-a-b A-2-a-1-b
Mac 121.13 10-2-1-1-3 A-b-a-a-c A-2-a-1-c
Malay Mail 121.2 10-2-1-2 A-b-a-b A-2-a-2
Januari 121.21 10-2-1-2-1 A-b-a-b-a A-2-a-2-a
Februari 121.22 10-2-1-2-2 A-b-a-b-b A-2-a-2-b
Mac 121.23 10-2-1-2-3 A-b-a-b-c A-2-a-2-c
Lettered Guide Plan Location Name Guide Plan
Lettered Guide Plan Location Name Guide Plan

Figs 4-25 & 4-26

Alphabetic Index for Numeric Geographic Files
Alphabetic Index for Geographic Files
Master Index for Geographic Files