imr504 classification and filing system week 3

IMR504- Week 3Coding System

Coding System (an overview)

Definition:A representation of classification scheme, in letters and/or numbers and in accordance with pre-established set of rules

Coding System (an overview)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.

Coding System (an overview)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.

Coding System (an overview)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 Alphanumeric Alphabetical 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.

Alphabetical and AlphanumericAlphabetical and Alphanumeric

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 and AlphanumericAlphabetical and Alphanumeric

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 Maternity93002 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

Education