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CHAPTER 4 : ALPHABETIC STORAGE & RETRIEVAL - Coggle Diagram
CHAPTER 4 : ALPHABETIC STORAGE & RETRIEVAL
:pen:
Alphabetic Indexing
Guidelines to arrange personal and business names alphabetically
Index
(A pointer or indicator)
Rule
(Established guide for action)
:pen:
Indexing Rules
Indicate the proper location of a record in file
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Filing Rules
Facilitate retrieving information
Provide guidance
:pen:
Indexing
Mental process:
Select the filing segment
Divide into filing units
Determine the order of filing units
:one: Select the Filing Segment
Complete name, subject, number or location being used
e.g. Ms. Margo Johnson
:two:
Divide the Filing Segment into Filing Units
May be a word, letter, a number or any combinations of these
e.g.
Mary M. Yan
is made up of 3 separate filing units
(1) Mary (2) M. (3) Yan
:three:
The Determine the Order of Filing Units
Consider the surname (last name) first
Key unit
- First in filing segment is filing unit
Coding
- Marking the indexing unit
Mary M. Yan
(
Yan
is the key unit)
:fountain_pen:
Way to code filing segment
Separate the units
Underline the key unit
Write numbers above
:globe_with_meridians:
Alphabetic Indexing
:straight_ruler:
Rule 1 : Order of Filing Units
1(A) Personal Names
Surname (last name) -
key unit
Middle name or initial -
third unit
1(B) Business Names
Written using letterhead or trademarks as guides
Each word is separate unit
Just
stay
the name in the order it is written
:straight_ruler:
Rule 2 : Minor Words and Symbols in Business Names
Separate Indexing Units
Articles
(A,AN,THE)
Prepositions
(AT,IN,OUT,ON,OFF,BY,WITH,TO,FOR,OF,OVER)
Conjunctions
(AND,BUT,OR,NOR)
Symbols spelled in full
(&,$,#,%) (AND,DOLLAR,NUMBER or POUND,PERCENT)
"THE"
as a first word of a
business name
, it is considered as
last
indexing unit.
:straight_ruler:
Rule 3 : Punctuation and Possessives
Ignore
all punctuation when indexing personal and business names
(commas, periods, hyphens, apostrophes, dashes, exclamation points, question marks, quotation marks, underscores, diagonals)
Letters or words are
approximated
, then names are
indexed as a unit
:straight_ruler:
Rule 4 : Single Letters and Abbreviations
4(A) Personal Names
Abbreviations of personal names, nicknames are
indexed as they are written
Do not spell out abbreviations
4(B) Business Names
An acronyms
is indeed as one unit regardless of punctuation or spacing
Abbreviated words and names are indexed
regardless of punctuation or spacing
:straight_ruler:
Rule 5 : Titles and Suffixes
5(A) Personal Names
Last indexing unit
Title before a name
(Dr., Mr., Ms., Prof.)
Seniority suffix
(II, III, Jr., Sr.)
Professional suffix
(CRM, DDS, Mayor, PH.D.)
Numeric suffixes
(II,III)
are filed before aplhabetic suffixes
(Senator, Mayor, Jr.)
The title is the last item
of a name that has both a title and a suffix
Royal and religious title
are indexed and filed as written
5(B) Business Names
Titles are indexed as written
:straight_ruler:
Rule 7 : Numbers in Business Names
Numbers in digit are filed before alphabetic letter or words
Filed in ascending order
(lowest to highest number)
Arabic numerals filed before Roman numerals
(2,3,II,III)
Inclusive numbers
(10-28)
, arranged by the first digit(s) only -
(10)
(1st, 2d, 3rd, 4th)
-
Ignore
the letter endings &
consider only the digits
(1,2,3,4)
:straight_ruler:
Rule 6 : Pefixes - Articles and Particles
Personal & Business name
A foreign article or particle is
merged
with the component of the name that comes after it to make
a single indexing unit
:card_file_box:
Alphabetic Records Management
Arranged in
alphabetic order
3 Method
(Geographic, Location, Subject or Name)
:file_cabinet:
Geographic Method
Storing & retrieving record alphabetically
(Location, Individual, Organization or Project)
:file_cabinet:
Subject Method
Classifying, coding and Filing records
(Subject, Individual, Organization or Project)
:file_cabinet:
Name Method
Collection of letters and memorandum
Received and written
Arranged in
Alphabetic order
:round_pushpin:
Cross Referencing
:pushpin:
Personal Names
Unusual names, Hyphenated surnames, Alternate names, Similar names, Business coined names
:pushpin:
Business Names
Compound names, Abbreviations and acronyms
:card_file_box:
Examining Correspondence Filing Equipment
Top-Access Equipment
Side-Access Equipment
Top-or-Side Access Equipment
:file_cabinet:
Side Access Equipment
Stores records vertically with access from the side
Folder are placed upright on the shelves in a side-by-side arrangement
Accessed from the side
:file_cabinet:
Top-or-Side-Access Equipment
Combine the features of both the vertical and the shelf file
:file_cabinet:
Top- Access-Equipment
Contains records stored vertically on edge
Dropped into or lifted up and out for storage and retrieval
:file_folder:
Guides
Divider used to identify a section in a file
Facilitate reference to a particular location
:file_folder:
Folder
Sheet of heavy paper, Usually manila, Scored and Folded in half
:file_folder:
Suspension (Hanging Folder)
- Advantages
No compressor are needed
Reduce folder sag (drop/hang down)
:file_folder:
Tab
Identifying label of document attached
Top position
:file_folder:
Label
Drawer label, shelf label, Guide label, Folder label
:file_folder:
Caption
Content identifying information on label
Written, typed, or printed