MOHAMAD AKMAL HAMIZAN BIN ABDUL RAZAK

2020872866
BA232 3B
CHAPTER 4 – Exercises

Define these terms:

SUBJECT FILING

a) Subject records management

-An alphabetic system of storing and retrieving records by their subject or topic.

b) Indirect access

-A method of access to records that requires prior use of an external index

c) Direct access

-A method of access to records without references to an index or other finding aid.

d) Master index

-Alphabetic list of all subject titles in the filing system

e) Relative index

-Alphabetic list of all subject titles, synonyms, or related subject titles

f) Numeric index

-A current list of all files by the file numbers

g) List two advantages and two disadvantages of Subject filing.

Two advantages:

i. Subjects are easier to remember than names.

ii. Related records are easier to find.

Two disadvantages:

i. Main subject titles and subdivisions may overlap as the list of subject titles grows.
ii. Concise, clearly defined, and uniformly stated subject titles may be difficult to select.

NUMERIC FILING

a) Numeric records management

MOHAMAD AKMAL HAMIZAN BIN ABDUL RAZAK
2020872866
BA232 3B
-A systematic arrangement of records according to numbers.

b) Explain briefly the consecutive numbering method

 Numbered file
-One guide for every ten folders

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

 Accession log
-A serial list of numbers assigned to records in a numeric storage system.

 Alphabetic index
-A reference to a numeric file that is used when the name or subject is known but not the
assigned number.

c) List five advantages of consecutive numbering method

i. Re-filing of numerically coded records is rapid because people recognize number sequences
better and faster than alphabetic sequences.

ii. Expansion is easy and unlimited. New numbers can be assigned without disturbing the
arrangement of existing folders or other stored records.

iii. Transfer of inactive records is easy because the lowest numbers are the oldest records and
are stored together.

iv. All cross-references are in the general alphabetic name database and do not congest the
drawers or shelves where numbered records are filed.

v. Security is provided because names do not appear on all records for one customer bear the
same numeric code, keeping related records together.

d) List five disadvantages of consecutive numbering method

i. Consecutive numeric is an indirect access method that requires reference to an alphabetic

index.

ii. More guides are necessary for the numeric method therefore, the cost of supplies can be
higher.

iii. 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.
MOHAMAD AKMAL HAMIZAN BIN ABDUL RAZAK
2020872866
BA232 3B
iv. 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.

v. Numbers can be easily transposed, which causes misfiles.

e) Non-consecutive numbering method

-A system of numbers that has blocks of numbers omitted. Records arrangements use a sequential
order (that differs from a consecutive order of numbers) and read from left to right.

f) Middle digit storage

-A numeric storage method in which the middle digits are used as the finding aid to organize the
filing system.

g) Chronologic storage

-A method by which records are filed in date sequence. Often used for daily reports, deposit

slips, freight bills, statements, and order sheets that may be best stored by date.

h) Block numeric coding – Groups of numbers represent primary and secondary subjects.

i) Duplex numeric coding – Numbers with two or more part separated by a dash, space, or comma.

j) Decimal-numeric coding – Records are classified by subject in units of ten.

k) Alphanumeric coding – Combination of letters, numbers, and punctuation marks.

MOHAMAD AKMAL HAMIZAN BIN ABDUL RAZAK
2020872866
BA232 3B
GEOGRAPHIC FILING

a) Geographic Records Management

-A method of storing and retrieving records by location of an individual, an organisation or a project.

b) Geographic Information System

-A computer system designed to allow users to collect, manage, and analyze large volumes of data
referenced to a geographical location by some type of geographical coordinates (ex longitude and
latitude).

c) Document Management System

-Is the use of a computer system and software to store, manage and track electronic documents and
electronic images of paper based information captured through the use of a document scanner.

d) Electronic Document Information System (EDMS)

-A software program that manages the creation, storage and control of documents electronically.

e) Differentiate between lettered guide plan and location name guide plan

Lettered guide plan—an arrangement of geographic records with primary guides labeled with
alphabetic letters.

Location name guide plan—an arrangement of geographic records with primary guides labeled with
location names.

f) List and explain the four components of EDMS.

Network

- Local Area Networks (LAN) and Wide Area Networks (WAN)

 Used to connect the various EDMS components.

 Acts as the gateway to the Internet.

Servers

- separate servers or hosted "virtual" servers may be used to divide up the system operations.

-The processing power of the servers may affect the performance of the EDMS solution.
MOHAMAD AKMAL HAMIZAN BIN ABDUL RAZAK
2020872866
BA232 3B
Software

EDMS software may be assessed on the following levels:

Functional - all operations that the EDMS performs.

Administration - configuration elements to accommodate user requirements.

Interface - the ease with which the users interact with the system.

Storage

The critical component of any EDMS solution:

The storage system must be designed to include all working files and documents, backups and
archived data.

g) What are the five basic process for selecting EDMS?

 Needs Assessment
 Vendor Selection
 Implementation Plan
 Deployment
 Management