Alphabetical Filing System Rules

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.

Alphabetical filing system rules.

The two basic filing rules are alphabetical and date filing. When performing alphabetical filing file according to the letter of the alphabet. There are several rules applying to alphabetical 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.

When applied to strings or sequences that. Here each word abbreviation and initial is considered as a separate unit. There are three types of alphabetic filing. Before learning the 12 filing rules an understanding of filing terms is necessary.

In this filing alphabetical index is required. Lampe both begin with the letter w. Use increasingly specific information to distinguish between and order separate items. Alphabetical order is a system whereby character strings are placed in order based on the position of the characters in the conventional ordering of an alphabet it is one of the methods of collation in mathematics a lexicographical order is the generalization of the alphabetical order to other data types such as sequences of digits or numbers.

In this version spaces between the words are disregarded. For date filing file your most recent files on top. Basic filing terms. It is an indirect method of classification of filing.

Ala filing rules developed in the late 1970s by the rtsd filing committee and published in 1980 presents rules for the arrangement of bibliographic records whether displayed in card book or online format. The general rule for filing alphabetically is to arrange items in order from a first to z last. Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically. Filing rules may differ slightly by organization and may include filing by date.

The filing method under which files and folders are arranged in order of number is called numerical classification. The 12 rules you will learn in this chapter follow the same principles as the arma rules. An initial or name using just one letter comes before a complete name starting with the same letter. 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.

Here each word is filed on the basis of the first letter. All files and folders are given separate numbers. There are three versions of alphabetical filing rules. When you get to letters initials go first within their letter designation.