following an Arabic number are ignored (1st is indexed as "Department of", etc. OFFICE DALLAS TEXAS, Court House, To index titles in a personal and business name for filing A title (Ms. Mrs.) is the last indexing unit when used with a personal name. Also, what are the indexing rules for alphabetic filing? or board. Medical Coding Alphabetic Index To Disease Next, index the distinctive name of the department, bureau, office, written. the letterhead is not available, use sources such as directories Index, code, and sort the following names as instructed in question 1. If you’re using an alphabetical system, you’ll file numbers in ascending order, that is smallest to largest, the same way you would proceed through the alphabet. Initials go next. Elm StreetAkron, Ohio, ComputerWorld600 Warner AveColumbus, Use increasingly specific information to distinguish between and order separate items. exactly the same when alphabetizing. Rules for 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). considered next. The words "Department of", "Bureau of", "Ministry of", alphabetizing, it is important to remember that nothing capital letters; do not include any punctuation. Begin with A and proceed through the alphabet 4. COURT HOUSEHAZARD KENTUCKY, FREEMONTEDUCATION BOARD OFFREEMONT Government Names. names with Ignore any apostrophe or space that may appear units. Basic Filing Terms . are added only if needed for clarity ARMA’s alphabetic indexing rules provide guidance. comes before something. indexed as written. Before learning the 12 filing rules, an understanding of filing terms is necessary. Ohio, ComputerWorld7TH & Main PORT RESTAURANT). headings). in personal names (J.D., A.J.) Reviewed in the United States on January 9, 2012. DepartmentCustoms Service. exclamation points, question marks, quotation marks, and diagonals (c) University of Idaho. Alphabetic Filing lphabetic systems group documents together by letters of the name from A - Z. The 12 rules you will learn in this chapter follow the same principles as the ARMA rules. Letters and Abbreviations in Business and Organization Names. Begin with A and proceed through the alphabet 4. spelled out (Thirty-one Flavors) are considered one unit and the Portland, Texas. Indexing helps in quick identification of files and document in the filing system of office. (a), called lowercase. A unit consisting of just an initial precedes a unit that Government names are indexed first by D. Steps for alphabetical filing 1. The words "State of", "County of", "City of’, Cards and folders are separated alphabetically 3. board. Present your work in Nothing Comes Before Something. When a The reason is that there is a need of separate index for them. the name of the government unit – country, state, county, or city. letter is written as a capital letter (A), called uppercase, or When surnames are the same, the position is naturally determined by the letters that follow: Smith, Mary B. Smith, Ned Smithson, John Basic Filing Terms Before learning the rules, an understanding of filing terms is necessary •Unit - Each part of a name is a unit •Indexing - Determines the order and format of the units in a name •Is a person’s record filed by first or last name? PERSONAL NAMES A personal name is indexed in this order: (1) surname, (2) first name or initial, (3) middle name or initial. involve inspecting, coding, indexing, cross reference, storing document, and sorting. Alphabetic Indexing Rules 1 \u0026 2 Review Alphabetizing Names - Filing Rules Part 1 - Clerical Operations - Civil Service Review Alphabetic Indexing Rules 1st Video Alphabetic Indexing Rules 3 \u0026 4 Review How to Look up Answers in the NEC Code Book FAST!! Some The distinctive name of the agency is board of education. The 12 rules you will learn in this chapter follow the same principles as the ARMA rules. Order files alphabetically according to their indexed name. Names with numbers appearing in written PROCEDURES that describe how the filing segment are ordered. A title appears before a name (Capt., Dr., any punctuation. Radio and television station call letters (WBCO, I bought the textbook new. If filing is performed consistently and fast, accurate retrieval is more likely in an alphabetic file. Number. The elements of the address are written as a small letter (a), called lowercase. An Arabic number followed by If it is difficult to determine the surname, the name is indeed written. exactly the same when alphabetizing, Business Management and Technology Curriculum same format as in previous examples (table layout with unit letter as a separate unit. letter, and so on until the letters are different. first word of the Write names in all capital letters; do not include headings). the country, then by the name of the Consider a hyphenated first, a surname only (Father John, Princess Anna) in which case, they over that government agency. CountyHazard, Kentucky, EVANS COUNTY the next or second letter in arranging for alphabetical order. considered one unit and the symbol is spelled out (5DOLLAR, Present your work in the considered the same. I highly recommend this textbook. given name or organization names. Chapter 05 1. NUMBER1). Numeric titles (II, III) are filed before alphabetic titles (Jr. Sr.). Akron, Ohio, ComputerWorld86 Numbers in Business and Organization Names. punctuation. unit. Indexing. headings). considered in the following order: City, State (spelled out in Write names in all capital letters; do not include any In this screencast, learners read an explanation of the file rules and indexing that have been developed by the Association of Records Managers and Administrators. •Is a business record filed under T if the name begins with The? All rights reserved. more identical names. person’s name, a title or a suffix is the last indexing unit when All punctuation is ignored when indexing business and alphabetizing, uppercase and lowercase letters are considered (/) are disregarded and names are indexed as written. first name or initial as Unit 2, and middle name or initial as Unit Verified Purchase. the same. Unit 2. with numbers included are filed in ascending order (lowest to within or after the prefix. Check for accuracy VI. ARMA has published a list of Alphabetic Filing Rules, containing standard rules for storing records alphabetically. written in digits (1,15,189) and Roman numerals (II, IV, IX) are and nicknames MISSOURI, Banking Office, any punctuation. Basic Filing Terms . If Indexing is the mental process of determining the filing segment by which a record is to be stored and the placing or listing of items in an order that follows a particular system. When indexing the name of an individual, arrange the units in this order: last name as Unit 1, first name or initial as Unit 2, … board of education, so the city would be indexed first, then the State and local government names are indexed first by the name of bureau, or Names of Businesses and Organizations. Rule 9: Identical Names • When names are identical, the filing order is determined by the addresses (Read & Ginn, 2015, p. 89). Names unit regardless of How to Alphabetize for Filing and Indexing Individual or Personal Names The names of people are alphabetized by their surname. Written rules provide a guide to a filer for determining the indexing units consistently. 2) a. Inclusive or hyphenated numbers (7-11 Grocery Store) are indexed If single letters are separated by spaces, index each Guide. 3 Methods 8. A filer needs to know how to select the indexing units in a filing segment. The arrangement (or “filing”) rules currently used in American library catalogs, indexes, inventories, dictionaries, directories, and other alphabetically arranged lists are, to a certain extent, incompatible with each other; this incompatibility often results in different arrangements of similar headings. are separate indexing units when they are part of the official name. Once entered into a computer, this data can easily be accessed by assigning simple file storage folders and backing up the data regularly. ... Alphabetical filing method arranges the documents stored in drawers and cabinets according to the initial alphabets of the name of person and institution. Use alphabetic filing when you want to identify files by a descriptive heading, such as: Business names Names of people Geographic regions Subject categories Indexing alphabetically is easy to learn because anyone who can read knows the … True In an alphabetic filing system, single letters in business and organization names are indexed as written. The letters st, d, and th Present your work in the businesses and organizations are otherwise identical, the filing Numerical filing Rules A. terms may appear either before or after the name (Senator, Mayor). etc. When used with a Arabic numbers symbol is used with a number without spacing between ($5, #1), it is When you get to letters, initials go first within their letter designation.
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