Proposed Subject Classfication System

PROPOSED SUBJECT CLASSIFICATION SYSTEM Classifying records is the act of determining the subject or subject under which the records are to be named, numbered, cross-referenced and filed. The classifications will the key to the retrieval of information from the files or records. The subject classification will identify, group, codify or standardized the files or records into fields, groups, types, categories, locations, organization or things. 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. A good classification system should consist of the following characteristic. First it should be simple as possible and easy to operate. Besides that the classification system should permit additions and deletions. Then it should be logically arranged by groups of related subjects. Other that of the characteristics the classification should be effective and can be installed with a view to economy.

There are three main subject classification systems that may be used for the arrangement of the file series of an agency. These three systems are alphabetical systems, function and activity systems and Administrative structure systems. 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. Administrative function is wider because this department arranged the other unit or department operations that are related under the administration task. It controls overall administration process for all units. If the other unit want to search a record or file that they want to use, they just only ask at the administrative and follow the rules in order to get the record or files. Administrative structure system includes the overall department which from Administration, Building and Property, Equipment and Supply, Financial, Personnel, Student Affair, and Academic and Curriculum Affair. This department managed the financial record that related to Kolej Komuniti Jasin operation including the purchasing the material for the student, cost of maintaining the equipment and building and payment for the other bills. Beside that this department also handle task involve about the application for Continuation of Studies , registration for students, performance of the staff, promotion, wealth fare, notice, public relation and other events.

This classification system cooperate with the coding system in order to make the retrieval information become faster and easier. There are the number at the beginning the title of file subject.  There is subject file with name administration with the number is start from one hundred. First are 100 - Administration. Under the file

of

administration

there

are

sub-subject

file

include

Administration, Act and Legal, Committee, Term, Public Relation and World Wide, Notice Order and Guidance.  Second are 200 - Building and Property. It sub-subject file include acquisition for Building, Maintenance for building, Acquisition for land, Maintenance for land.  Then they used 300 - Equipment and Supply. It sub-subject file include Equipment and Supply, Supply for Order and Purchase, Inventory and Calculation.  400 - Financial. Sub-subject file is including Financial, Cash, Payment Account, Receive account, Student Account and Account for introduction of self.  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 choice if topic may considerably. It depends on their record manager on how they want to create the subject file. It may consist of the number of document only, the name of the document itself, the name of an organization or person’s name.

This is the how Kolej Komuniti Jasin arranged their subject classification systems. This classifies under the administrative structure systems. They create one main title for subject file then under this file there are some more sub-subject file that are related to title. All the record in this file is relevant and suitable with the subject matter. This is important to help the record manager and the staff to retrieve back the record that they want to use again. This classification is simple and easy to operate for this organization.

The subject file

The subsubject 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 subsubject file

Benefits Of A Good Subject Classification This proposed subject classification give benefits to this organization. It will be an aid to service by provides result in better, faster, cheaper reference service where complete files or records are produced quickly. Then the benefit is also an aid to preservation because it can speed up the identification and segregation of valuable records since selection will be easier.

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.