file directory
That is, a list of the contents and components of a file, arranged in a certain order, also known as a file list. Its main functions are: ① to fix the file classification system and file arrangement order in the whole clan; ② Basic forms of registration and statistical files; (3) Find the most basic retrieval tools of archives and provide data units for compiling other retrieval tools.
The file directory must be compiled according to the whole clan, and each clan should compile one or several books. There are basically two kinds: one is the comprehensive catalogue compiled by the whole clan, and the other is the catalogue compiled by all kinds of archives of the whole clan. The catalogue in the volume is generally compiled according to the category of the whole family, or according to the storage period, year, stage and degree of confidentiality. The selection of directory types and the number of settings should be considered to facilitate the retrieval and management of files. The cover and format of the file directory are shown in Figure 1 and Figure 2.
classified catalog
Taking several keywords that can express the content of a document or document center as search marks, the document is recorded into card entries and organized according to the word order of the keywords. Subject words are words or phrases that can express various concepts after optimization and standardization. In China, there is a unified China Archives Thesaurus, which you can choose when making a catalogue. This kind of catalogue has the advantages of specificity, centralization, intuition and flexibility, which is convenient for feature retrieval and can make up for the inconvenience caused by factors such as classification system and classification standards. Its shortcomings are lack of logical system and poor systematicness. In addition, because each item is often indexed by several subject words, the subject cards manually checked must be made into one card for each subject word, and several cards in the same form are arranged according to different subject words, resulting in a huge number of cards, which is not convenient to compile and manage.
classified catalog
It broke the whole clan and its original classification system, and organized by hierarchical classification according to the nature of archives content, usually classified according to a unified retrieval classification outline, such as China Archives Classification and Unified Classification Scheme of Document Information in the Classification Card Catalogue of the Soviet National Archives. This kind of catalogue has the characteristics of classification system and centralized problem in revealing the content and formal characteristics of documents or archives. It is the basic medium to communicate users and storage systems, and it is a retrieval tool that archives (rooms) play a leading role. Compilation method: Record the card entries by file level or file level, and then arrange them in the order of category and classification number respectively to form a hierarchical linear system of categories, categories, entries, entries and details. The format is generally subject to the provisions of the Archives Description Rules.
Subject catalogue
Beyond the boundaries of the year and the whole clan, according to a certain theme, the files related to the same theme are recorded as card entries and combined together. It has strong pertinence and is convenient to quickly find files with special needs.
The programming procedures are roughly as follows: selecting topics, selecting materials, making cards, setting up a category system according to problems, departments, time, regions or other characteristics, and then arranging categories and categories in a certain order.
Card format can be classified card format, or you can design your own format suitable for our library (room). There are usually two kinds: ① single card, that is, a file or a document is filled on a card; (2) Combination card, that is, several files or record groups with similar contents are filled into one card.
Catalogue of fonds documents
In the form of logical system classification, the contents and formal characteristics of various documents in a whole clan are recorded in card entries, and organized according to the theme reflected by the contents. It breaks through the classification system of archives by year and institution in the whole clan, facilitates the search of archives from professional and thematic perspectives, and has high recall and precision. Its description format, filling method and arrangement order are basically the same as those of the classified card catalogue. If its entries are numbered sequentially and printed into a book, it will be a catalogue of all documents.
Directory of names
The names involved in the file are recorded in the card entries and arranged in a centralized way. It provides users with clues about names and related information. There are two kinds: simply record the names of people (including pseudonyms and former names) and the file numbers of data sources; Details include biographical introduction, file summary, file number of data source, and preparation for the exam. In the order of entries, China people's names are generally arranged in the order of surname strokes or Chinese Pinyin, while foreigners' names are generally arranged in the order of foreign alphabet surnames, and prominent guide cards are placed between name cards with different strokes or letters.