Professional Documents
Culture Documents
CLASSIFICATION SYSTEM
This operation include the subject file classification which is mean the
collection of papers on a specific subject or its specific sub-subjects collated and
placed within a single a file cover container. Such files are created under the
logical arrangement of a subject classification plan. As mentioned, subject files
are collections of related papers. They consist of letters, memoranda, minutes,
reports, form and other material arranged by subject or subject aspect. There are
two categories of subject files that are administrative and operational.
Administrative mean files or record of an internal housekeeping nature. While
operational is the record or file created by a department or agency in carrying out
its main functional role.
For the Kolej Komuniti Jasin they used the administrative structure
systems in their classification systems. They classify and divided the file into
seven categories of administration based on it own function. Each file has it own
title which mean could not be same with the other file.
500 - Personnel. It files record more about the staff in the Kolej
Komuniti Jasin Melaka. There are sub-subject file include
Personnel, Award and Honors, Holiday, Facilities for the Officer and
Staff, Promotion, Medicine and Health, Report of work progress
and Training.
Next are 600 - Student Affair. The title in sub- subject file is
Student Matter, Student Offer, Student Registration, Application for
Change Course and Transfer College.
700 - Academic or Curriculum Affair. The sub-subject file under
this subject is Academic or Curriculum, Continuing Evaluation,
Evaluation and Valuable, Acknowledge and Articulation, Final
Exam.
For now record in the Kolej Komunit Jasin it classify until 700 only. This
record include for the entire department. These records maybe add up in the
future and they will continue to classify the record under the standardization was
given.
Each record in every file was arranged under the suitable title with the
content of the record. The record will be place under certain types or categories.
The record manager usually creates the title that can be used in order to make
the retrieval process become easier. They will choose co subject by different
types and will create subject matter. They do no put many records in one file until
it mix with each other record, as a result difficult to retrieve back. So they need to
detach different types of files.
The subject
file
The sub-
subject file
500 - Personnel. This files record more about the staff in the Kolej Komuniti
Jasin Melaka. There are sub-subject file include personnel, award and honors,
holiday, wealth fare, facilities for the officer and staff, promotion, medicine and
health, report of work progress and training.
The subject
file
The sub-
subject file
Benefits Of A Good Subject Classification
Besides that it also can be an aid to personnel. It can permit the transfer of
records personnel from one division to another or form one department to
another, wherever situated, without re-training. In addition it also an aid to
documentation that mean the proper arrangement of written accounts of facts
and events. Moreover the good classification system acts as an aid to economy
by effect economics when it is applied to the whole organization by mass
purchase of uniform equipment and supplies. Other benefit of a good
classification system is an aid to disposal. It can speed up the identification and
segregation of files or records of limited issues.