Filing

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Filing
Rules you Need to Know and Follow
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Did You Know?

• One of the most basic ways to find papers when
  you need them is to retrieve them from an
  effective filing system. A good filing system
  will allow you to find what you're looking for in
  10 seconds or less.

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5 Ways to Arrange Records in Files

• 1. Alphabetically
• Example Names in the white pages of a telephone
  directory are arranged alphabetically.
• Last names beginning with A are listed first
  then those with B followed by those with C.

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• 2. By Subject
• Example The Yellow Pages of a telephone
  directory are organized by subject.
• Appliances are listed before Banks Banks is
  listed before Computers.

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• 3. Geographically
• Example Many athletic leagues are organized
  geographically, or by area.
• The U.S. is organized geographically into fifty
  states Alabama, Alaska, Arizona, and Arkansas.

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• 4. Numerically
• Example Numbered personal checks are listed on
  a monthly bank statement numerically.
• Checks numbered 312, 313, 314, and 315 are in
  numeric order.

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• 5. Chronologically
• Example Credit card purchases are listed by
  date on the monthly statement.

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Question

• So, how many ways are there to arrange records in
  files?
• 5
• Alphabetically
• By Subject
• Geographically
• Numerically
• Chronologically

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Terms You Need to Know

• Hard Copies Paper Copies
• Unit Each part of the name of a person,
  organization, or company that is used to arrange
  the name in alphabetic order.
• The name Shelley Dawn Farr has three units
  Shelley, Dawn, and Farr

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• Alphabetizing arranging names in alphabetic
  order
• Case The case of a letter of the alphabet
  refers to whether its capitalized or not
  capitalized
• Indexing The mental process of deciding which
  name, or heading, to file a record under

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• Caption The name or heading under which a
  record is filed.
• Guide A sheet of cardboard used to separate
  sections of a file.
• Guide tab A piece of cardboard, plastic, or
  metal attached to the top of a guide.

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First, First, First

• Alphabetize Unit-by-Unit
• This is called Indexing
• Deciding which part of a name will be Unit 1,
  which will be Unit 2, which will be Unit 3, and
  so on.
• The case of the letters is not considered in
  indexing.

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Rule 1

• Rule 1 Names of Persons
• When indexing the name of a person, arrange the
  units in this order last name, first name or
  initial, and middle name or initial.

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Rule 2

• Rule 2 Personal Names with Prefixes
• Consider a prefix, such as Mc in McDonald, as
  part of the name it precedes. Ignore any
  apostrophe or space that appears within or after
  the prefix.

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Rule 3

• Rule 3 Hyphenated Personal Names
• Consider a hyphenated first, middle, or last name
  as one unit.

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Your Assignment

• Complete pgs. 13-14
• Exercises 2 4
• Turn in answer sheet packet when finished
• Complete Disk Exercises for Rules 2-4
• Do not turn in anything yet from the computer. I
  will take a summary report from you every few
  days.

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Rule 4

• Rule 4 Abbreviations of Personal Names
• Abbreviated and shortened forms of personal names
  are indexed as written.
• Example Eliz. (Elizabeth), Geo. (George), Robt.
  (Robert)

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Your Assignment

• Complete Exercise 2 pg. 13 (file cards 11-20).
  Complete Exercise 3 pg. 14 (file cards 21-30).
  Turn in sheet when you finish.
• Complete Disk Exercises for Rule 2 and 3
  exercise 1 and 2 on computer

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Rule 5

• Rule 5 Personal Names with Titles and Suffixes
• When used with a persons name, a title or a
  suffix is the last indexing unit when needed to
  distinguish between two or more identical names.

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Your Assignment

• Exercise 5 p. 16 turn in answer sheet
• Use cards 41-50
• Disk Exercises for Rule 5 Print and turn in

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Rule 6

• Rule 6 Names of Businesses and Organizations
• Consider the parts in a business or organization
  name in the order they are normally written
• The is treated as the last unit

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Assignment

• Exercise 6 p. 17
• Exercise 7 pgs. 17-18
• Cards 51-60
• Disk Exercises for Rules 6 and 7

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Rule 7

• Rule 7 Abbreviations in Business and
  Organization Names
• Abbreviations in business and organization names
  are indexed as written

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Your Assignment

• Exercise 8 p. 19
• Index and Alphabetize cards 61-70
• Disk Exercises for Rule 6 and 7

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Rule 8

• Rule 8 Punctuation in Business and Organization
  Names
• Ignore any punctuation marks that appear in
  business and organization names.

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Rule 9

• Rule 9 Numbers in Business and Organization
  Names
• Refer to p. 20

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Rule 10

• Rule 10 Symbols in Business and Organization
  Names
• If a symbol is part of a name, the symbol is
  indexed as if spelled out

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Assignment

• Exercise 11 pgs. 21-22 Cards 91-100
• Disk Exercises for Rule 10

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Assignment

• Exercise 11 pgs. 21-22 Cards 91-100
• Disk Exercises for Rule 10

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Cross-Referencing

• A cross-reference card is used when a record
  might be filed under more than one caption.
• Example If a company changed its name from
  Master Lock and Key to Super Locksmiths

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Assignment From Yesterday

• Exercise 12 pgs. 23
• Cards 51-100 plus 4 cross-reference cards
• File behind guides in box
• Exercise 13 pg. 24
• When finished, remove cards and guides and put in
  envelope

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Rule 11

• Rule 11 Government Names
• See pg. 25

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Assignment 5th Period

• Exercise 14 p. 27
• Cards 101-125
• Disk Exercises for Rule 11 (4 Total)

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Rule 12

• Rule 12 Addresses
• When names are otherwise identical, they may be
  filed by address. The elements of the address
  are considered in the following order city,
  state (spelled in full), street name, and house
  or building number.

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Assignment

• Pgs. 27-28 Exercise 15
• Cards 126-150
• Disk Exercises for Rule 12

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Alphabetic Correspondence Filing

• Exercise 17
• Pgs. 29 38
• Exercise 18
• Pgs. 38-39
• Exercise 19
• Pg. 39
• ALL FILING ASSIGNMENTS ARE DUE AT THE END OF
  CLASS TOMORROW!

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Assignment

• Exercise 20 Last one?
• Pgs. 39-40
• All filing assignments are due today!