chapter 6 subject classification operation
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CHAPTER 6:Management of Active Records: Classification
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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
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• Simple as possible easy to operate
• Permit additions and deletions
• Logically arranged by groups of related subjects
• Effective
• Installed with a view to economy
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CHARACTERISTICS FOR GOOD CLASSIFICATION SYSTEMS
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• Two types of classification: a) Registry Classification System
b) Subject File Classification System- Administrative Files (Housekeeping)- Operational Files (Functional)
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TYPES OF CLASSIFICATION
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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
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BENEFITS OF A GOOD SUBJECT FILE CLASSIFICATION
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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
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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.
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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.
SUBJECT CLASSIFICATION OPERATIONS
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• Types• Fields • Locations• Categories• Organizations• Identify group• Custody or standardized the files/records
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SUBJECT CLASSIFICATION
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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.
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CATEGORIES OF SUBJECT FILES
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• Alphabetical systems
• Function and activity systems
• Administrative structure systems
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TYPES OF SUBJECT CLASSIFICATION SYSTEMS
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• Dictionary Filing System
Examples:
Akaun JabatanBantuan KewanganCarta OrganisasiDewan PenyelidikanElaun PerkhidmatanJabatan KerajaanPeralatanRawatanZakat
• Encyclopedia Filing System
Examples:Primary Subject HeadingSecondary Subject HeadingTertiary Subject Heading
PERSATUANPERSATUAN DIIMBELANJAWAN
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ALPHABETICAL SYSTEM
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Function and Activity Systems
• BANGUNANBaikpulihKeselamatanPembinaan
• SAMANSaman EkorSaman TrafikSaman Kecuaian
• LESENLesen Kelas BLesen Kelas DLesen Kelas B2
• PERKHIDMATANPengambilanTemudugaPencen
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Administrative Structure Systems
FINANC IAL H UM AN R E SOUR C E S R &D INFOR MAT IONSYST E M
OR GANIZAT ION
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• 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
FILE COVER FOR CLASSIFIED RECORDS