Chapter 6 subject classification operation
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The document discusses classification systems for records management. Classification involves organizing records into logical groups based on common characteristics or subjects. There are two main types of classification systems - registry classification and subject file classification. Subject file classification groups records by topic into hierarchical categories to aid services, research, documentation, preservation, disposal, and personnel.
Chapter 6 subject classification operation
- 1. CHAPTER 6: Management of Active Records: Classification 1
- 2. CLASSIFICATION SYSTEM •Is a process of putting things – records of a similar subject or category – together. A classification, then, is a group of records related by common characteristics. (Robek, Brown & Stephens, 2000) •Is the process of assigning records to their appropriate place within a logical arrangement, enabling them to be identified. Classification implies giving records a unique identifier or reference number, assigned according to predetermined rules. • Record officer will determine based on his/her knowledge/skills to choose the appropriate subject. • Is the key of effective retrieval information / records 2
- 3. CHARACTERISTICS FOR GOOD CLASSIFICATION SYSTEMS • Simple as possible easy to operate • Permit additions and deletions • Logically arranged by groups of related subjects • Effective • Installed with a view to economy 3
- 4. TYPES OF CLASSIFICATION • Two types of classification: a) Registry Classification System b) Subject File Classification System - Administrative Files (Housekeeping) - Operational Files (Functional) 4
- 5. BENEFITS OF A GOOD SUBJECT FILE CLASSIFICATION An aid to services can result in better, faster, cheaper reference service where complete files/records are produced quickly. An aid to research Can make the proper arrangement of written accounts of facts and events An aid to documentation Can make the proper arrangement of written accounts of fact and events 5
- 6. An aid to preservation Can speed up the identification and segregation of valuable records since selection will be easier An aid to disposal Can speed up the identification and segregation of files/records of limited usefulness 6
- 7. An aid to economy Can effect economies when it is applied to the whole organization by mass purchase of uniform equipment and supplies An aid to personnel Can permit the transfer of records personnel from one division to another or from one department to another, wherever situated without training. 7
- 8. SUBJECT CLASSIFICATION OPERATIONS Subject File Classification Subject file is a collection of papers on a specific subject or its specific sub-subjects collated & placed within a single file container under the logical arrangement of a subject classification plan. -Sort with main series & sub series - Based on hierarchical according to the subject / tiltle - Easy to create index (cross reference) Classifying records Act of determining the subject/subjects under which the records are to be named, numbered, cross-referenced & filed. 8
- 9. SUBJECT CLASSIFICATION • Types • Fields • Locations • Categories • Organizations • Identify group • Custody or standardized the files/records 9
- 10. CATEGORIES OF SUBJECT FILES a. Administrative files/records of an internal housekeeping nature. b. Operational files/records created by a department or agency in carrying out its main functional role. 10
- 11. TYPES OF SUBJECT CLASSIFICATION SYSTEMS • Alphabetical systems • Function and activity systems • Administrative structure systems 11
- 12. ALPHABETICAL SYSTEM • Dictionary Filing System • Encyclopedia Filing System Examples: Examples: Primary Subject Heading Akaun Jabatan Secondary Subject Heading Bantuan Kewangan Tertiary Subject Heading Carta Organisasi Dewan Penyelidikan PERSATUAN Elaun Perkhidmatan PERSATUAN DIIM Jabatan Kerajaan Peralatan BELANJAWAN Rawatan Zakat 12
- 13. Function and Activity Systems • BANGUNAN • LESEN Baikpulih Lesen Kelas B Keselamatan Lesen Kelas D Pembinaan Lesen Kelas B2 • SAMAN • PERKHIDMATAN Saman Ekor Pengambilan Saman Trafik Temuduga Saman Kecuaian Pencen 13
- 14. Administrative Structure Systems O R G A N IZ A T IO N F IN A N C IA L HUM AN RESOURCES R&D IN F O R M A T IO N SYSTEM 14
- 15. FILE COVER FOR CLASSIFIED RECORDS • Open records – white • Limited records – white with “limited” label • Confidential records – green • Secret – red with dark red cross marking • Top secret – yellow with dark red cross marking
Editor's Notes
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