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ALPHABETIC STORAGE & RETRIEVAL - Coggle Diagram
ALPHABETIC STORAGE & RETRIEVAL
Need for Alphabetic Order
Alphabetic indexing rules
Index
Filing Method or Storage Method
Rule
Records
Indexing rules
Filing Rules
ARMA’s alphabetic indexing rules provide guidance.
Consistently following filing rules and procedures helps in rapid retrieval of information.
All filing is done to facilitate retrieving information.
Indexing
Divide the Filing Segment into Filing Units
May be a word, a letter, a number or any combination of these
Determine the Order of Filing Units
Rule for indexing personal names is to consider the surname (last name) first
Key unit-filing unit considered first in filing segment
Select the Filing Segment
complete name, subject, number or location being used for filing purposes.
Alphabetic Indexing Rules
Rule 3
Punctuation and Possessives
All punctuation is disregarded when indexing personal and business names.
Names are indexed as written.
Rule 4
Single Letters and Abbreviations
Personal Names
Abbreviations of personal names and nicknames are indexed as they are written.
Don't spell out abbreviations or try to outguess shortened names
Initials in personal names are considered separate indexing units.
Business Names
Single letters in business and organization names are indexed as written.
If single letters are separated by spaces, index each letter as a separate unit.
An acronym (ARMA or GMAC) is indexed as one unit regardless of punctuation or spacing.
Abbreviated words and names are indexed as one unit regardless of punctuation or spacing.
Radio and television station call letters are indexed as one unit.
Rule 5
Titles and Suffixes
Personal Names
A title before a name, a seniority suffix, or a professional suffix is the last indexing unit.
A professional title that appears after a name is referred to as a suffix.
Numeric suffixes (II, III) are filed before alphabetic suffixes (Jr., Mayor, Senator)
If a name contains both a title and a suffix, the title is the last unit.
Royal and religious titles followed by either a given name or a surname only (Father Leo, Princess Anne) are indexed and filed as written.
Business Names
Titles in business names are indexed as written.
Cross Referencing
Personal Names
Hyphenated surnames
Alternate names
Unusual names
Similar names
Business Names
Compound names
Abbreviations and acronyms
Rule 6
Prefixes—Articles and Particles
A foreign article or particle in a personal or business name is combined with the part of the name following it to form a single indexing unit.
The indexing order is not affected by a space between a prefix and the rest of the name, and the space is disregarded when indexing.
Rule 2
Minor Words & Symbols in Business Names
Symbols are considered as spelled in full.
When “The” appears as a first word of a business name, it is considered the last indexing unit.
Articles, prepositions, conjunctions, and symbols are considered separate indexing units.
Rule 7
Numbers in Business Names
Names with numbers written in digits in the first units are filed in ascending order (lowest to highest number) before alphabetic names
Arabic numerals are filed before Roman numerals
Numbers written in digits are filed before alphabetic letters or words.
Names with inclusive numbers (20-39 Singles Club) are arranged by the first digit(s) only (20).
Numbers spelled out (Seven Lakes Nursery) in business names are filed alphabetically.
Names with numbers appearing in other than the first position (Pier 36 Cafe) are filed alphabetically and immediately before a similar name without a number (Pier and Port Cafe).
When indexing names with numbers written in digit form that contain st, d, and th (1st, 2d, 3d, 4th), ignore the letter endings and consider only the digits
Rule 1
Order of Filing Units
Personal Names
The second unit is given name (first name) or initial
Middle name or initial is the third unit
Surname (last name) is the key unit
If determining the surname is difficult, consider the last name written as the surname.
Business Names
Index business names as written using letterhead or trademarks as guides.
Each word in a business name is a separate unit.
If business names contains personal name, index the name in the order it is written.
Alphabetic Records Management
Defining The Alphabetic Correspondence File
A collection of letter, memorandums and related documents, received or written, arranged in alphabetic order
File alphabetically by three method
location
subject or name
geographic
Examining Correspondence Filing Equipment
Side-Access Equipment
Top-or Side-Access Equipment
Top-Access Equipment
Examining Correspondence Filing Supplies
Supplies commonly used for paper records
Tab
Tab cut
Tab position
Label
Drawer Label
Shelf Label
Guide Label
Folder Label
Folders
Suspension (hanging folder)
Caption
Guides
Arranging Guide and Folder
Straight-Line Filing
Guide Arrangement
They are fifth-cut guides place in the first position
Secondary guides are special name guides and special subject guides interfiled alphabetically
Alphabetic guides are the major file divisions
They are subdivision of the primary alphabetic guide they follow
They are fifth-cut guides placed in the next position to the right of the primary guides
Folders are containers used to hold and protect records
individual folder
special folder
general folder
Receiving and Filing Document
Time stamp - record date, time
When correspondence is first received, it is time-stamped and distributed. When the correspondence has been read or responded to in some way, it is released for filing
Release mark- agreed upon mark placed on record showing that the record is ready for storage
Selecting Storage Supplies and Equipment
Need for Storage Supplies and Equipment
Number of people working
volume of records
frequency of use
method of filing
Kind of records
follow up system
Transfer method
Security and retention requirements
distribution of records
manner of retrieving records
Storage equipment commonly used for paper records
Shelf Files
Lateral File Cabinets
Vertical File Cabinets
Tub Files
Suspension Files
Carrousel Files
High-Density Files-Mobile Shelf File
Storing Other Records
Types of record that must be held under control programs
Catalogs and Directories
Type of reference material used by many business, industrial and service operation
Active record-rotary filing units
Marked and filed according to
Firm name
Number
Subject
Large and Odd-Size Records
Include blueprint, maps, tracing, duplicator plate and stencils, forms, and computer printouts
These bulky record required specific filing equipment such as flat files or suspension file
Mixed Media
Filing equipment in which a combination of records media is stored in one location
Available in variety of color, size, and configurations/shapes.