The 12 Rules of Filing (Information organization & management) Show
Alphabetic Indexing Rules and Procedures Learning Objectives:
Every business must develop and maintain an organized way to store written communication, such as reports, letters, memorandums, order forms, invoices, and other such information so that it is available for efficient retrieval or reference. This method of storing records is called filing. While there are a number of different methods for storing or filing information � alphabetic, subject, numeric, and geographic - the most common method is the alphabetic filing system. Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. Therefore, the filing procedures to be used in any one office needs to be determined, recorded, approved, and followed, without exception. Without written rules for storing records, procedures will vary with time, changes in personnel, etc. These changes could cause difficulty in future retrieval of records or even in the loss of records. The Association of Records Managers and Administrators, Inc. (ARMA) is an organization designed to help professionals in records management perform their jobs easier and better. ARMA has published a list of Alphabetic Filing Rules, containing standard rules for storing records alphabetically. The 12 rules you will learn in this chapter follow the same principles as the ARMA rules. Basic Filing TermsBefore learning the 12 filing rules, an understanding of filing terms is necessary.
� Alphabetizing Unit by Unit. The first step in alphabetizing is to alphabetize Unit by Unit. If the names in Unit 1 are exactly the same, then continue to alphabetize by Unit 2. If the first and second units are the same, the next step is to alphabetize Unit 3, and so on.
� Nothing Comes Before Something. In alphabetizing, it is important to remember that nothing comes before something.
Case - The case of a letter refers to whether the letter is written as a capital letter (A), called uppercase, or written as a small letter (a), called lowercase. In alphabetizing, uppercase and lowercase letters are considered the same. For example, McAdams and Mcadams are considered to be exactly the same when alphabetizing
The 12 Rules
Rule 3 Hyphenated Personal Names. Consider a hyphenated first, middle, or last name
Royal and religious titles (King, Queen, Prince, Princess, Father, Sister) are
Index and alphabetize the following names. Present your work in the same format as in previous examples (table layout with unit headings). Write names in all capital letters; do not include any punctuation.
Names of Businesses and Organizations. Business names are indexed as written using the letterhead or trademark as a guide. If the letterhead is not available, use sources such as directories (phone, Internet) and advertisements. Each word in a business name is a separate unit. Exception: When The is the
Abbreviated words (Mfg, Co., Corp., Inc.) and names (IBM, GE) are indexed as written and as one
Numbers spelled out (ONE, TWELVE, FORTY) are filed alphabetically and appear after numbers written in digits or Roman numerals. Names with numbers included are filed in ascending order (lowest to highest number) before alphabetic names (B4 SHOP, B12 VITAMIN CLUB, BATTING A THOUSAND SPORTING GOODS). Names with numbers appearing in other than the first unit are filed alphabetically and immediately before a similar name without a number (PIER 28 IMPORTS, PIER AND PORT RESTAURANT). The letters st, d, and th following an Arabic number are ignored (1st is indexed as 1, 2nd as 2, 5th as 5 and so on). Inclusive or hyphenated numbers (7-11 Grocery Store) are indexed according to the number before the hyphen and the number after the hyphen is ignored (7 GROCERY STORE). Hyphenated numbers that are spelled out (Thirty-one Flavors) are considered one unit and the hyphen is ignored (THIRTYONE FLAVORS). An Arabic number followed by a hyphen and a word (7-Gables) is considered one unit (7GABLES) and the hyphen is ignored.
State and Local Government State and local government names are indexed first by the name of the state, providence, county, city, or town that has jurisdiction over that government agency. The distinctive name of the agency is considered next. For example, a city will have jurisdiction over a board of education, so the city would be indexed first, then the board of education. The words "State of", "County of", "City of�, "Department of", etc. are added only if needed for clarity and if it is in the official name.
Foreign government names are indexed first by the name of the country, then by the name of the How are patient files arranged in an alphabetic filing system?The records are arranged alphabetically based on the first unit. All names that have exactly the same first unit are then arranged by the second unit, the third unit, and so on.
When filing alphabetically Which of the following records will be filed first quizlet?The first unit in alphabetic filing is the patient's last name. An established patient typically is one who has been seen in the last three years.
When using alphabetic filing rules hyphenated last names are quizlet?In an alphabetic filing system, all hyphenates names are considered to be two indexing units. Legally, the surname is the part of the husband's name that a woman may assume when she marries. If two names are identical, the address may be used to make the filing decision.
Which of the following names would be filed last when using alphabetic filing?Alphabetical Order Rules for Names
The names of individuals are indexed alphabetically by using their last names first, their first names or initials, and finally their middle initials or names. An initial or name using just one letter comes before a complete name starting with the same letter.
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Which of the following is a true statement regarding guidelines for alphabetic filing?
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