What is the correct order for filing?
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Every business must develop and maintain an organized way to store written communication, such as reports, letters, memorandums, order forms, invoices, and other such information so that it is available for efficient retrieval or reference. This method of storing records is called filing. While there are a number of different methods for storing or filing information � alphabetic, subject, numeric, and geographic - the most common method is the alphabetic filing system. Show Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. Therefore, the filing procedures to be used in any one office needs to be determined, recorded, approved, and followed, without exception. Without written rules for storing records, procedures will vary with time, changes in personnel, etc. These changes could cause difficulty in future retrieval of records or even in the loss of records. The Association of Records Managers and Administrators, Inc. (ARMA) is an organization designed to help professionals in records management perform their jobs easier and better. ARMA has published a list of Alphabetic Filing Rules, containing standard rules for storing records alphabetically. The 12 rules you will learn in this chapter follow the same principles as the ARMA rules. Basic Filing TermsBefore learning the 12 filing rules, an understanding of filing terms is necessary. Unit - Each part of a name is a unit. Names are alphabetized unit by unit. If there are two parts in a name, the name has two units. Indexing - Indexing is determining the order and format of the units in a name. Is a person�s record filed by first or last name? Is a business record filed under T if the name begins with The? Is punctuation considered with alphabetizing a name? Indexing is deciding which name to file a record under and then arranging the units in that order. Alphabetizing - When you arrange names in alphabetical order, you are alphabetizing them. There are 3 basic categories for alphabetizing names: Personal Names, Business or Company Names, and Government Names. � Alphabetizing Unit by Unit. The first step in alphabetizing is to alphabetize Unit by Unit. If the names in Unit 1 are exactly the same, then continue to alphabetize by Unit 2. If the first and second units are the same, the next step is to alphabetize Unit 3, and so on. NAMEUNIT 1 UNIT 2 UNIT 3 Jessica Marie Adams ADAMS JESSICA MARIE Susan K. Adams ADAMS SUSAN K Susan P. Adams ADAMS SUSAN P � Nothing Comes Before Something. In alphabetizing, it is important to remember that nothing comes before something. NAMEUNIT 1 UNIT 2 UNIT 3 Ann B. Shoemaker SHOEMAKER ANN B Anne B. Shoemaker SHOEMAKER ANNE B J. Tilden TILDEN J John Tilden TILDEN JOHN Case - The case of a letter refers to whether the letter is written as a capital letter (A), called uppercase, or written as a small letter (a), called lowercase. In alphabetizing, uppercase and lowercase letters are considered the same. For example, McAdams and Mcadams are considered to be exactly the same when alphabetizing In Chronological filing, files and folders of documents are arranged in order of their date, day, and time. This sequence can be according to their date of receipt, or date and time of their creation with the most recent date in front of or on top of the previous items. This method of filing is only suitable for specific things such as receipts. Advantage(s)
Disadvantages
Other Filing Methods:Numerical Alphabetical Geographical by Subject Services We Offer:
__________________________________A D V E R T I S E M E N TS____________________________________________________________________ ____________________________________ ____________________________________YOUR AD HERE SECURE THIS SPOT  What are the 5 basic filing steps?The five basic steps for filing. Conditioning, releasing , Index and coding, Sorting, Storing and filing. Involves grouping related papers together, removing all paper clips and staples, attaching smaller papers to regular records, and fixing damaged records.
What are the 3 basic filing methods?There are three commonly utilized types of filing arrangements which are designed to file and reference records in different ways: alphabetical, numeric, and alpha-numeric. Each has advantages for certain types of records and reference needs and possesses distinct patterns of arrangement and indexing.
What is the first step in the filing process?CHAPTER 13. How many steps are included in filing?the filing procedure has four steps.
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