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Office Administration

Office Administration. Chapter 3: Filing Rules and Standards. Alphabetic Filing Rules. Files are arranged in unit-by-unit order Filing unit may be a number, letter, word, or combination Filing segment consists of one or more filing units used for filing purposes

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Office Administration

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  1. Office Administration Chapter 3: Filing Rules and Standards

  2. Alphabetic Filing Rules • Files are arranged in unit-by-unit order • Filing unit may be a number, letter, word, or combination • Filing segment consists of one or more filing units used for filing purposes • Each filing unit in a segment is considered • EXCEPT a, an, the, prepositions, &, conjunctions

  3. ARMA Rules Continue • File nothing before something • Ignore punctuation in filing • Filing segments that begin with numbers come before those with letters • Arabic numbers precede Roman numerals • Acronyms, abbreviations, and station names are filed as a single unit • The most commonly used name or title should be used when filing

  4. Filing Personal Names Personal names are filed with the surname considered as the first unit, followed by the first name and then the middle name • A surname with a prefix is filed as one unit • Titles and suffixes are not considered as units except when duplicate surnames • Hyphenated surnames are filed as one unit • Pseudonyms are filed as written • Royal and religious titles are filed as written • Foreign names are filed like personal names • Nicknames commonly used should be a filing unit

  5. Filing Business and Organization Names Company names are filed using each word in the name as a unit EXCEPT a, an, &, and, the, prepositions, and conjunctions; “The” is moved to the end of the name • Cross-reference an acronym, if necessary • Each filing unit in a geographic place name is a separate unit • Each word containing a compass term is considered a separate unit

  6. Other Alphabetic Rules • When the same business name applies to more than one location, it is filed by the location by 1. city, 2. state or province, and 3. street name • A company name that includes the full name of an individual is filed by the surname first • Hyphenated business names are filed as a single unit

  7. Filing Names of Government and Political Organizations • If it is a federal government agency or military name, the first filing units are the name of the government • State, county, and town government divisions are filed by their name, including the words county, city, department • For foreign governments, the first filing unit is the distinctive English name of the country

  8. Numeric Filing Rules • Straight numeric filing arranges files in consecutive order, aka sequential or serial • Duplex numeric filing uses two sets of numbers with a separator, primary numbers are filed together in secondary order • Block codes are reserved for records that have a common feature or characteristic • Middle digit records are filed numerically by the middle digit

  9. Other Numeric Filing Rules • Terminal-digit records are filed by the last digits • Decimal-numeric systems allows a subject to be subdivided, subdividing subjects and Dewey Decimal System • Coded numeric systems give numeric codes that tell about the person or item (ZIP, area, catalog numbers) • Chronological system records are filed according to date

  10. Alphanumeric Filing Systems When a combination of letters and numbers is used in a filing code, it is referred to as alphanumeric code • A Soundex code is an alphanumeric code that includes a letter and 3 numbers representing the consonants • The Library of Congress system uses alphanumeric code that includes one or two letters and then numbers

  11. Subject Filing • Records are arranged in alphabetical order by topic or category • An index of all topics used must be kept electronically or manually • Refer to the index to see if a topic has been established yet • Subject files may get large and need to be separated

  12. Geographic Filing • Records are arranged alphabetically according the geographic locations • Useful for companies with branch locations • Easy to determine how areas are being served • Cumbersome • May require separate files for clients

  13. Filing Standards • Written set of filing rules should be available • Personnel with access to records should be trained • Cross-references should be used where they make sense • Operations manual should include a set of procedures for manual and electronic procedures

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