How do you properly file alphabetically?
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- Decide on the alphabetical system you will use. Even something as seemingly straightforward as alphabetical filing offers several options to choose from.
- Group items. Once you have all of the items you need to file, decide how you want to group the files.
- Index your files. ...
- Order files alphabetically according to their indexed name. ...
What are the basic rules of filing?
What are the basic rules for operating a filing system? Filing Rules. Rule 1: File by name in terms of the first letter. Rule 2: If the first letters are the same, file in terms of the second letter. Rule 3: File in terms of surnames. Rule 4: If surnames are the same, file in terms of the initial. Click to see full answer.
What are the basic filing procedures?
- Inspecting Each document is inspected to see that it has been released. ...
- Marking Determine under what name or caption the paper is to be filed
- Follow-up and Cross-reference If the letter is marked for follow-up, then a record should be made and placed in the follow-up file. ...
Does MC go before Ma?
Mar 18, 2006, 07:40 AM Hi, Your boss is right. Filing generally follows alphabetically filing rules. As your question says, the "Ma" comes before "Mc", where the "a" comes before the "c". In that way, anyone who tries finding something in an extensive file, knows everything is alphabetized. You might not be the only one using the files.
What are the rules for alphabetizing?
In APA Style, alphabetization is easy as long as you remember these simple rules: Alphabetize letter by letter. Ignore spaces, capitalization, hyphens, apostrophes, periods, and accent marks. When alphabetizing titles or group names as authors, go by the first significant word (disregard a, an, the, etc.)
What is the alphabetical filing Rule 3?
Rule #3: Filing hyphenated names It's pretty simple – you treat hyphenated names as one unit. Whether it's the first name, middle name or the surname that is hyphenated, it will be treated as one unit. However, the symbol in this case (the hyphen) is not considered a separate symbol and should be ignored.
Why rules for filing alphabetically are important?
The more files you have, the greater risk of having the same name on more than one file. There is also a higher risk of misfiled records if users don't follow certain rules for alphabetizing, such as filing by a person's last name, or ignoring the word “The” at the beginning of business names or titles.
When filing alphabetically initials come after a full name?
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.
What is the alphabetical filing Rule 4?
RULE 4. – Names that are abbreviated (such as Wm. for William or Chas. for Charles) should be alphabetized as if spelled out. Initials standing for or representing a first or middle name are not abbreviations.
What are the 10 rules in alphabetic filing system?
Table of ContentsAlways write the given names of the persons in the appropriate format of alphabetizing.Names without middle initial or middle name are filed first before the names with a middle initial or middle name.Compound surnames are treated as a single unit.Ignore the hyphen (-) in a hyphenated name.More items...•
What alphabetically comes first?
3:204:56What is Alphabetical Order? - YouTubeYouTubeStart of suggested clipEnd of suggested clipOrder. Since i comes before the other letters in the alphabet. We know that bike is the first wordMoreOrder. Since i comes before the other letters in the alphabet. We know that bike is the first word in this list.
What are basic rules for operating a filing system?
Filing RulesRule 1: File by name in terms of the first letter. ... Rule 2: If the first letters are the same, file in terms of the second letter. ... Rule 3: File in terms of surnames. ... Rule 4: If surnames are the same, file in terms of the initial.More items...
Does MC come before alphabetizing Ma?
There is no one answer to this – really dependent on what you are creating list for and even then it can often be either/or. Having said that, computers have a filing convention generated on their understanding of the alphabet which is becoming the norm – especially for indexing. So ma—mab—mac—mah—man— mc.
Should I alphabetize by first or last name?
Always alphabetize names by the first letter of the last name. A before B, and so on. If the first letters of the last name are the same, order according to the second letter. On my bookshelf, Douglas Adams is placed before Isaac Asimov because d comes before s alphabetically.
When alphabetizing does a space come before a letter?
A space precedes any other character in alphanumeric arrangement. Two or more contiguous spaces should be treated as a single character and have the arrangement value of a single space.
Do you ignore the when alphabetizing?
Jul 28, 2021 13930. Alphabetize titles letter by letter, ignoring any initial articles (A, An, or The or the equivalent in other languages) (p. 219). This is necessary when you have multiple titles by one author or when there is no author and the works cited entry begins with a title.
What is alphabetical order with example?
This means to order them as they appear in the alphabet. When sorting words in to alphabetical order, we look at the first letter of the word. For example: the word c at comes before the word d og because c comes before d in the alphabet.
What are the filing rules and procedures?
Filing RulesRule 1: File by name in terms of the first letter. ... Rule 2: If the first letters are the same, file in terms of the second letter. ... Rule 3: File in terms of surnames. ... Rule 4: If surnames are the same, file in terms of the initial.More items...
How do I file my medical records alphabetically?
Procedures for alphabetical filing A. Names are indexed - place last name first, followed by first name and then middle name or initial B. Names of organizations and businesses are usually filed in the same order as they are written. 1.
How do you alphabetize works cited?
Alphabetize the list by the first word in the citation. In most cases, the first word will be the author's last name. Where the author is unknown, alphabetize by the first word in the title, ignoring the words a, an, the. For each author, give the last name followed by a comma and the first name followed by a period.
What are the three alphabetical filing rules?
There are three versions of alphabetical filing rules: Letter by letter: In this version, spaces between the words are disregarded. Word by word: Here, each word is filed on the basis of the first letter. Unit by unit: Here, each word, abbreviation, and initial is considered as a separate unit.
How many articles are there in alphabet?
In the English language, there are three articles: the, a, and an. You must ignore these while alphabetizing. Example: When alphabetizing A Face and The Arm, The Arm will become before A Face. Make sure you do not confuse the article “a” with an initial.
Why is it important to have a standardized filing practice?
The process has quite a few benefits as well. For instance, having a standardized filing practice means documents will be easier to find, you can add or remove new entries without disturbing other entries, and alphabetization is an intuitive process so people other than employees can understand it as well.
What goes first in Arabic?
Numbers go first. Arabic numbers (0-9) are indexed numerically before alphabetic characters. However, keep in mind that they are NOT spelled out. For instance, 21 Horses Inc. will come before 4 Horsemen Pvt Ltd. because we disregard the t and f in twenty and four respectively.
What order do you file numbers in?
You’ll file numbers in the same way you would file alphabets – in ascending order – that is, smallest to largest.
Which initials are filed first?
Initials are considered separate units and are also filed alphabetically. So, if you have to file J.K. Smith and K. Nyugen, J.K. Smith would be filed first.
Is each word, abbreviation, and initial a unit?
Unit by unit: Here, each word, abbreviation, and initial is considered as a separate unit.
How to order files alphabetically?
Order files alphabetically according to their indexed name. The general rule for filing alphabetically is to arrange items in order from A (first) to Z (last). Use increasingly specific information to distinguish between and order separate items. For instance:
Why is alphabetical filing important?
Alphabetic filing is a fundamental way to organize documents that allows you to quickly store, access, and manage your personal and business files. By implementing alphabetical filing in your life, you will ensure all documents are protected and readily available. There are many rules on how to file alphabetically in English to preserve ...
How to use encyclopedia format?
If you have lots of different types of items to file (recipes, tax receipts, letters, etc.), then it can be helpful to use the encyclopedia format. Group the items by type first, then alphabetically order the items in each group. Keep the groups separated using dividers or color coding. Index your files.
What is the format of a dictionary?
You can choose the dictionary format, in which all files are put in one alphabetical order, regardless of the type of file or the items it contains. You can also use the encyclopedia format, in which items are grouped by type or subject, and then each group is alphabetically arranged.
Why do we file items based on key words?
File items under their significant term. Sometimes, it makes sense to file items based on key words, regardless of the order that words in a title or name appear . This ensures that a file can be indexed and located using the most logical term. For instance
How does wikihow mark an article as reader approved?
wikiHow marks an article as reader-approved once it receives enough positive feedback. In this case, several readers have written to tell us that this article was helpful to them, earning it our reader-approved status.
What is unit by unit filing?
Unit-by-unit filing takes into account each word, abbreviation, and initial, ordering items according to these. The unit-by-unit system is generally recommended.
What are the three types of alphabetic filing?
There are three types of alphabetic filing: (1) letter by letter (in which spaces between words are disregarded), (2) word by word, and (3) unit by unit (in which every word, abbreviation, and initial is considered a separate unit). ARMA International (formerly the Association of Records Managers and Administrators) recommends the use of the unit-by-unit method. The basic principles of the unit-by-unit method (see pages 2–3) and the more specific rules that follow are consistent with the ARMA standards. *However, many acceptable alternative rules and variations are currently in use. The important thing to remember is that the goal of any set of filing standards and rules is to establish a consistent method of sorting and storing materials so that you and others you work with can retrieve these materials quickly and eas- ily. Therefore, it makes sense to modify or change the following rules as necessary to accom- modate the specific needs of your office or organization. Make sure, however, that everyone with access to your files knows what the modifications are so that a consistent set of stan- dards can be maintained. ➠For guidelines on how to create a computerized file name, see ¶1356.
What is the first rule of a person's name?
Rule 1: Names of Persons a. Treat each part of the name of a person as a separate unit, and consider the units in this order: last name, first name or initial, and any subsequent names or initials. Ignore any punctuation following or within an abbreviation.
What is the alphabetic filing test?
In an alphabetic filing test your knowledge of and ability to use the alphabetic filing rules are assessed.#N#Knowing the alphabet by heart is essential to perform well on this test. However, knowing the alphabet is not enough in itself, you need to know the rules of alphabetic filing as well.#N#Click here to download a guide that will teach you the rules of alphabetic filing.#N#Expect to be required to arrange a filing sequence for names of persons and company names, including company names with a mix of letters and numbers.
What is the correct filing order for 24/7 IT Solutions?
So, the correct filing order is: 24/7 IT Solutions, Flex Authority, Flexible Power, Performance Unlimited
Do you have to file a filing sequence for company names?
Expect to be required to arrange a filing sequence for names of persons and company names, including company names with a mix of letters and numbers.
How to alphabetize units?
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.
What is alphabetizing names?
Alphabetizing - When you arrange names in alphabetical order, you are alphabetizing them. There are 3 basic categories for alphabetizing names: Personal Names, Business or Company Names, and Government Names.
What is the acronym for the Association of Records Managers and Administrators?
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.
How many units are in a name?
Names are alphabetized unit by unit. If there are two parts in a name, the name has two units. Indexing - Indexing is determining the order and format of the units in a name.
What is the case of a letter?
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.
What is the most common method of storing information?
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.
Table of Contents
Ignore The Hyphen (-) in A Hyphenated Name
- The hyphen can be found either in the surname, first name, or middle name. The important thing here is to consider these hyphenated names as one unit only and ignore the hyphen. Sample Problem: 1. Ma. Leticia U. Manansala-Patapat 2. Arnold G. Smith-Nomad 3. Antony Q. Toledo-Santiago 4. Adrian P. Ramos Consider the hyphenated words as a single unit only (ignore the h…
Ignore Articles Such as The, A, and An of A Given Business Name Or Organization
- Suppose that the given business name is The Downtown Laundry Shop. We will only write the given business name as Downtown Laundry Shop. Sample Problem: 1. The Gamer’s Hut 2. All Around Toy Store 3. Jessie Cruz Consultancy Firm 4. James Harper Incorporated 5. A Korean Cuisine spot Answer: 1. All Around Toy Store 2. Cruz Jessie Consultancy Firm 3. Harper James …