3
Step 4: Double or multiple coding
9.
An entry or part of an entry may touch on more
than one subject area. In order that the computer does not
miss out a relevant piece of information in its search
simply because a document was only coded under reference code, double or multiple coding is necessary.
Step 5 Input into the computer
10.
:
one
The stenographers working to their Assistant
should type the relevant documents into the
Secretaries.
computer.
11.
The relevant Assistant Secretaries should be
responsible for proof-reading. The amended print-outs
together with the floppy diskettes will then be passed to
AS5B on a monthly basis. He will pass all these to Mrs
Pansy Kwok, the Confidential Assistant, after all the
returns from the Assistant Secretaries are collected. The
documents will then be indexed by the 2-Y index plus
program.
Part II: Output
Step 6 : Retrieval of documents
12.
Pansy will be trained to provide speedy retrieval
of documents from the
need only to give the
Indexing System to her
related exchanges.
Compendium. Assistant Secretaries
subject code from the Document
and she will let you have the Alternatively, Assistant Secretaries
could retrieve documents by themselves by following the retrieval procedure as shown in Appendix III.
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