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CHAPTER 4: ALPHABETIC STORANGE & RETRIEVAL - Coggle Diagram
CHAPTER 4:
ALPHABETIC STORANGE & RETRIEVAL
NEED FOR ALPHABETIC ORDER
Records
Serve as the memory of an organization
Help a business do business
Filing Method or Storage Method
Alphabetic- most common method
Subject
Numeric
Geographic
FILING RULES
All filing is done to facilitate retrieving information.
ARMA's alphabetic Indexing rules provide guidance
Consistently following filing rules and procedures helps in rapid retrieval of information.
ARMA INTERNATIONAL
Association of records managers and administrators, Inc
An important professional group for records and information managers
INDEXING
Mental process of
Select the filing segment
Divide the filing segment into filing units
Determine the order of filing units
CODING EXAMPLE
Personal name: Laura J. Huff
Business Name: Huff and Sons, Construction
ALPHABETIC INDEXING RULES 1-5
RULE 1:
Order of Filing Units
A. personal names
Surname (Last name) is the key unit
Given name (first name) or initial is the second unit
Middle name or initial is the third unit
B. business Names
Index bus. 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.
RULE 2: Minor words and symbols in Business Names
Articles, prepositions, conjunctions, and symbols are considered separate indexing units.
Articles; A, AN, THE
Prepositions: AT, IN, OUT, ON, OFF, BY, TO, WITH, FOR, OF, OVER
conjunctions: AND, BUT, OR, NOR
Symbols are considered as spelled in full
Symbols: &, $, #, % (AND, CENT or CENTS, DOLLARS or DOLLAR, NUMBER or POUND, PERCENT)
When "the" appears as a first word of a business name, it is considered the last indexing unit
RULE 3: Punctuation and possessives
All punctuation is disregarded when indexing personal and business names
Commas, periods, hyphens, apostrophes, dashes, exclamation points, question marks, quotation marks, underscores, and diagonals(/)
Close up the letters or words and index the names as one units
Names are indexed as written.
RULE 4: Letters and abbreviations
A. Personal name
Cher may or may not be short for cheryl!
Initials in personal names are considered separate indexing units
Do not spell out abbreviations or try to outguess shortened names.
B. Business names
Single letter in business and organization names are indexed as written.
If single letters are separated by spaces, index each letter as a separate unit
Radio and television station call letters are indexed as one unit .
RULES 5: Titles and suffixes
A. Personal names
A tittle before a name, a seniority suffix, or a professional suffix is the last indexing unit.
Examples
Title before a name (Dr., Mr., Ms., Prof)
seniority suffix (II, III, Jr, Sr.)
professional suffix (CRM, DDS, Mayor, Ph.D.)
Numeric suffices (II,III) are filed before alphabetic suffixes (Jr., Mayor, Senator)
B. Business names
Titles in business name are indexed as written.
4.2 ALPHABETIC INDEXING RULES 6-8
RULE 6: Articles and particles
A foreign articles or particle in a personal or business name is combines 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 7: Numbers in Business Names
numbers spelled out (Seven Lakes Nursery) in business name are filed alphabetically
Number written in digits are filed before alphabetic letters or words.
Arabic numerals are filed before Roman numerals (2, 3, II, III).
Names with inclusive numbers (20-39 singles club) are arranged by the first digit(s) only (20).
Rule 8: Organizations and institutions
Indexed and filed according to the names written on their letterheads
Examples
Banks
Hotels
Newspapers
Clubs
Lodges
Religious institutions
4.4 ALPHABETIC RECORDS MANAGEMENT
4.4.1 Defining the alphabetic correspondence File
Is a collection of letter, memorandums and related documents, received or written arranged in alphabetic order
geographic method
subject method
Name method
4.4.2 EXAMINING CORRESPONDENCE FILING EQUIPMENT .
Top-Access Equipment
Vertical file- the most familiar and most used, storage equipment for business correspondence
Have pull-out drawers that hold business papers in a front-to-back vertical arrangement
Side-Access equipment
File equipment that stores records vertically with access from the side
Sliding wire or metal support keep the folders upright
-Folder are placed upright on the shelves in a side-by-side arrangement and accessed from the side
Top-or side-Acess Equipment
folder can be placed in an upright, side-by-side arrangement as in the shelf file
less aisle space is required
wide used for record sotrage
4.4.3 EXAMINING CORRESPONDENCE FILING SUPPLIES
Supplies commonly used for paper records
Guides
Folders
Tab
Label
Caption
4.4.4 ARRANGING GUIDE AND FOLDER
Straight-Line filing
The guide tab and folder tabs occupy single horizontal positions that are readable in a straight line from the front to the back of the file
Preferred because:
The eyes scans in a straight line
Folders are added and deleted with no disruption to the file arrangement
4.4.5 RECEIVING AND FILING DOCUMENT
When correspondence is first received, it is time-stamped ans distributed. When the correspondence has been read or responded to in some way, it is released for filing.
Time stamp - Record date, time. After mail is time-stamped, it is sorted according to recipient's names or dept. and delivered to them. After the letter has been read and answered, both the original and copy of reply are released to record dept. for filing.
Release mark- A greed upon mark placed on record showing that the record is ready for storage. Mark is made on the letter by a secretary or person who originally received the letter. The initial are written in the upper left part of original letter.
4.4.6 SELECTING STORAGE SUPPLIES AND EQUIPMENT
Need for storage supplies and equipment
Kind of records to be filled and controlled
The frequency of use for each kind of record during the day
Number of people working at files at one time
the method of filing best suited to handling the record
transfer method used
the manner of retrieving records.
4.4.7 STORING OTHER RECORDS
Many other types of record that must be held under control programs because they are vital to the successful operation of a department or entire organization.
CROSS REFERENCE
Personal names
Unusual names
Hyphenated surname
Alternate names
Business names
Compound names
Abbreviations and acronyms
UNUSUAL NAMES
unusual spelling of a name
not commonly encountered
Examples: Mai soong
Original
SOONG MAI
Cross-reference
MAI SOONG
SEE SOONG MAI
ALTERNATE PERSONAL NAME
A person known by more than one name
Mrs Della Cruz-Duncan also known as Mrs. Della Duncan
Original
CRUZDUNCAN DELLA MRS
Cross-References
DUNCAN DELLA MRS
SEE CRUZDUNCAN DELLA MRS
COMPOUND BUSINESS NAMES
Business name made up of more than one surname
James & John co
Original
JAMES AND JOHN CO
Cross-References
JOHN AND JAMES CO
SEE JAMES AND JOHN CO
HYPERNATED BUSINESS NAMES
Black-Dodson Cattle Company
Original
BLACKDODSON CATTLE COMPANY
Cross-References
DODSONBLACK CATTLE COMPANY
SEE BLACKDODSON CATTLE COMPANY
ABBREVIATED NAMES & ACRONYMS
Across-References for abbreviated name must be spell-out
-IBM (International Business Machine)
Original
IBM
Cross-Reference
INTERNATIONAL BUSINESS MACHINE SEE IBM
ALTERNATE BUSINESS NAMES
Divisions and subsidiaries
changed business name
West One Bank a Division of US Bancorp
Original
WEST ONE BANK
Cross-References
US BANCORP
SEE WEST ONE BANK