imr504 classification and filing system week 3

Coding System (an overview)
Definition:
A representation of classification
scheme, in letters and/or numbers and
in accordance with pre-established set
of rules

Once the series structure has been identified and a
classification system selected, a decision will need to
be made about how to generate codes or reference
numbers for the files or records to be classified.
With exception of a simple alphabetical system, all
classification systems are dependent upon numerical or
alphanumerical codes.
These codes place files in their proper place and
provide concise (saying briefly all that is needed) and
unique series and file identifications.

Classification may also indicate logical relationship between
series and between files within a series, which an alphabetical
index or file titles does not.
Awareness of these relationship may be important to file users
and is certainly important for appraisal. The relationship are
also a guide to archival arrangement when the original
physical order has been disturbed.
Classification systems depends on numerical and alphanumerical
codes.

Classification systems depends on numerical and
alphanumerical codes.
However coding should be kept as simple as possible.
Codes should not consist of more than four
elements; three are preferred.
In many systems, the primary code or the first element
of the reference number, is represented by
alphabetic characters. Using letters gives a wider
range of codes (26 letters and 10 numbers)

It is unwise to use mnemonic or meaningful codes such
as POL for policy branch or RES for Research and
Development.
Why? Because using such codes limits the letters that
can be used. Offices or functions may changed over
time, which means codes must change. Especially if
there are old files ..although old files need not be
changed, but it will be difficult in the future to link
the old files and newer files.

Variety of coding systems may be used which
is :-
• Decimal system
• Multi-part system
• Alphanumerical system
• Running number system
• Block number system
• Keyword code system

Decimal SystemDecimal System
Based on two numerical sequences. One before and
the other after the decimal point.
The first number of two, three or four digits represents
the main subject of the series. It is largely
predetermined by the business system analysis. For
example = 575 Building maintenance. Gaps may be
left in the sequence of the number to accommodate
new functions and activities.

The number after the decimal point represents
an aspect of the main subject. For example ,
575.03 = Building maintenance: Painting
This would be followed by the individual file
number: 575.03.01

Decimal system may bear a resemblance to
library subject coding system such as DDC.
However the subject used in library system
are often too abstract, inflexible to be applied
to the classification of records.

Multi-Part SystemMulti-Part System
Similar to decimal, but can often produced long and
clumsy codes and may generate a reference number
that contain different number of elements
Multipart are combination of numerical and
alphanumerical codes, in which each codes
represents one of the levels (or sub-levels) of
arrangement and is separated by a slash ( / ).

Multi-Part SystemMulti-Part System
For example, 57/05/03 could be the code for a
file in the sub series
Building:Maintenance:Painting

Alphabetical and AlphanumericAlphabetical and Alphanumeric
Applying letter codes to lower levels,
particularly meaningful codes, may seem to
produce a user friendly system. For example
the file Staff : Leave : Flexible Working is
represented by STA/LEA/FLX.

However the code is vulnerable because it may
quickly run out of meaningful codes. Also
codes may lose their meaning if functions are
reorganized or names changed.

Alphabetical coding system based on non
meaningful letter codes are easily expandable.
However they can be more difficult to
maintain as the system grows. It will increase
complexity.

Running Number SystemRunning Number System
Gives each file the next number based on
running sequence, irrespective of the subject
of the file. Such systems use storage space
efficiently since gaps do not have to be left or
made.

Running number are totally reliable and
dependent upon a reliable and accurate index
or computerized retrieval system..

They lack the facility to link between related
files created at different times.
Problems can arise as files are mixed together in
a random order regardless of their ongoing
values.

Running number may be suitable if the subject matter
are all the same.
While numerical system can give greater precision, it is
often easy to confuse numbers in strings of fours,
five, six or more digits, and consequently misfile
papers or misplace files. Some systems with large
numbers such as hospital patient file overcome this
problem with pairing digits

For example, 48657291 would be broken into
digit pairs 48 65 72 91.
Another method is called Terminal Digit Filing.

BLOCK NUMBER SYSTEM
It is a variant of running number system, but
they include a top level classification
according to function or activity.
Predetermined blocks of consecutive numbers
are allocated to functions and broad
categories of activities. The files dealing with
specific aspects of those functions or activities
are allocated numbers sequentially within the
block

BLOCK NUMBER SYSTEM
For example :-
93001 – 93100 is allocated to Public Health.
93001 is allocated to Maternity
93002 is allocated to Blind Welfare
2 files relating to Blind Welfare may use the
number 93002/01 and 93002/02

BLOCK NUMBER SYSTEM
Difficulties:-
Block that have been pre allocated to functions
need to be SUBDIVIDED. New numbers would
have to be assigned to both new functions
and older records would no longer be found
with newer ones

BLOCK NUMBER SYSTEM
Another problem is :-
If particular area of the activity greatly expand
and there is an unplanned growth in the
number of files within a given block, the
numbering system may break down

Keyword Code System
Assign numerical codes to keywords representing
activities, subjects or themes dealt within the files.
Files are organized in the top level series based on
functions. But within series, it will be classified and
coded according to two keywords representing the
content of the file, taken from a master keyword list.
The keyword list is a controlled vocabulary that limits
the choice of words when indexing, thereby
achieving precise retrieval.

Keyword Code System
Keyword systems are suitable when there are
difficulties in identifying the hierarchy of
functions and activities in an organization, or
when these functions are in a dynamic state
of change

Keyword Code System
The system can be used effectively to establish
hierarchies if the code for the lead or most
important term is placed first. In this way, files
on the same subject will be drawn together
physically and intellectually within the system,
in effect forming sub series

Keyword Code System
However not all record staffs have the
experienced to establish which term is more
important. To reduce this problem, we can
arrange the codes in their numerical order
with the lower codes always comes first.

Keyword Code System
Example :-
Ministry of Health is represented by the code 27
and Early Retirement is represented by the
code 7.
Therefore the file Management Services : Early
Retirement in the Ministry of Health will be
coded AB/7/27 (where AB represents the
series Management Service)

Keyword Code System
This system may produce gaps in file
numeration because not every number is used
in combination with every other number.
With this kind of gaps, it is not possible to look
at the file reference number alone to
determine where individual files are missing.

Example:
The files AB/7/27 may be the first files in
the AB/7 series. Files AB/7/1 – AB/7/26
may not exist, but this will not known
without consulting a file list.

imr504 classification and filing system week 3

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imr504 classification and filing system week 3