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Alphabetic Filing Rules

Alphabetic indexing rules are used for organizing physical records. The key rules include indexing personal names by surname, indexing business names as written, disregarding punctuation, indexing initials and abbreviations as separate units, indexing titles and suffixes as written, indexing prefixes as one unit, spelling out numbers in business names, indexing organizations as written, using additional location information to distinguish identical names, and indexing government names by the government unit and department name. These rules provide a consistent framework for alphabetically filing physical records.

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1K views29 pages

Alphabetic Filing Rules

Alphabetic indexing rules are used for organizing physical records. The key rules include indexing personal names by surname, indexing business names as written, disregarding punctuation, indexing initials and abbreviations as separate units, indexing titles and suffixes as written, indexing prefixes as one unit, spelling out numbers in business names, indexing organizations as written, using additional location information to distinguish identical names, and indexing government names by the government unit and department name. These rules provide a consistent framework for alphabetically filing physical records.

Uploaded by

Eli Kion
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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Download as PDF, TXT or read online on Scribd
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ALPHABETIC

FILING RULES
Presented by Group 6
PRESENTORS: BABOR, BUCAYAN, DAVID, FERRER, LLAMOS
Alphabetic Indexing Rules

Alphabetic indexing rules are used for indexing


and coding physical records.

Filing Segment
Filing segment is the selection of the right name by
which to store (the filing segment) means that the
physical records will be found quickly when it is
needed.
RULE 1: Indexing Order of Units

A. Personal names is indexed in this manner.

(1) the surname (last name) is the key unit


(2) the given name (first name) or initial is the
second unit and
(3) the middle name or initial

Example of Rule 1
RULE 1: Indexing Order of Units

B. Business names

Business names are indexed as written using


letterheads or trademarks as guide. Business
names containing personal names are indexed
as written.
Example of Rule 1
RULE 2: Minor words and Symbols in
Business names
Minor Words in Business Names
Articles,
Task Name prepositions, conjunctions, and symbols are
considered separate indexing units.

Symbols in Business Names


Symbols
Task Nameare considered as spelled as full.
(Symbol: &, $, #, % (AND, DOLLAR/S, NUMBER, PERCENT)
Example of Rule 2
RULE 3: Punctuation and
Possessives
All punctuation is disregarded when indexing
personal and business names.
Disregard: Commas, periods, hyphens,
apostrophes, dashes, exclamation point,
question mark, quotation mark, underscore.

Example of Rule 3
RULE 4: Single letters and Abbreviations

A. Personal names
Initials in personal names are considered separate indexing units.
Abbreviations
Task Name of personal names and nicknames are indexed as
written.
B. 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
Task Name
separate unit. An acronym (letters of several words such as ARCO and
NASDAQ) is indexed as one unit regardless of punctuation or spacing.
Abbreviated words/names are considered as one unit.
Example of Rule 4

01 02
PERSONAL NAMES BUSINESS NAMES
EX. EX.
Katherine - Kate or kat KFC - (KENTUCKY FRIED
Robert - Rob or Bob CHIKEN)
H&M - (HENNES & MAURITZ)
AJ - Alexander James
JP - Joseph Par
Example of Rule 4
RULE 5: Titles and Suffixes
A. Personal names

Dr. Miss, Mrs., Ms., Professor, Sir, Sister


Seniority suffix II, III, Jr., Sr.
Professional suffix (CRM, D.D.S., Mayor, MD., PhD, Senator)
after a name
If a name contains a title and a suffix (Ms. Lucy Wheeler,
DVM) the title (Ms.)
Royal and religious titles (Princess Anne, Father Leo) are
indexed and filed as written.
Example of Rule 5
RULE 5: Titles and Suffixes
B. Business names

Titles in business names are indexed as written.


(Dr., Mr.)
Remember: The word 'The' is considered the
last indexing unit when it appears as the first
word of a business name.
Example of Rule 5
RULE 6: Prefixes- Articles
and Particles
Prefixes (articles and particles) indexed as written.
Disregard spaces
Index as one unit
Example of Particles
and Articles
Example of Rule 6
RULE 7: Numbers in Business Names

Numbers in Business Name


Spelled out numbers filed alphabetically.
Numbers written in digits filed in ascending
order.
Arabic numerals filed before Roman
numerals.
Inclusive numbers filed by first digit(s)
Ordinals (st, d, th) are disregarded
Example of Rule 7
RULE 8: Organizations and
Institutions
Indexed as written
Use name from letterhead
RULE 9: Identical Names
Identical Names - filing order determined by:
City
State of Province
Street names
Houses or building numbers
RULE 10: Government Names
Federal government names
United States Government first three units
Office of, Department of, etc. Separate indexing units
RULE 10: Government Names
State and local government names
First indexing units names of state, province,
country, city, town, etc.
Followed by most distinctive name of board,
department, office, etc.
RULE 10: Government Names
Foreign government names
English translation used for indexing records
Begin with most distinctive name followed
by branches, departments, divisions, etc.
RULE 10: Government Names

Government names indexed by

Name of the government unit


Followed by distinctive name of
department, bureau, office, or board
THANK YOU

PRESENTORS: BABOR, BUCAYAN, DAVID, FERRER, LLAMOS

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