Plant must be first, followed by Planters, What about DR. Frank Shultz and Dr. Bob Rutz file by Dr. than name or, name than Dr. NOTE:  I’ve closed comments on this post due to the fact that it’s from 2012 and I’m tired of revisiting it. The File System Example shows the basic functionality of the File System. If the agreement is with the Corporate name, file under that. America’s Best Eyeglasses American Eagle Overpriced Clothing. On this basis, the letters and folders containing letters from various communications are arranged according to the first letter of the name with which communication begins. It might be easier to have all official paperwork use one official name. What is the rule for filing if the name is a Corporation but they also have a “Doing Business As” name? I guess I’ll just have to go back and see. Alphabetical filing rules. Though if your organization does do it this way, it’s helpful to know the rules, so thanks for posting the link. Geographic filing systems operate generally by county or country and then alphabetically or numerically by account name or number. The State and Local Records Management Division (SLRM) provides an infrastructure for managing Texas public records. –1540 Tree Avenue Filing by a name is also very intuitive. Anybody have any ideas how Susan would file these? These rules are basic because they apply to all filing systems. Either customer or subject folders are arranged in alphabetical group and within each group folders are arranged numerically. a) Most people are familiar with this type of filing because libraries (at least partially) and home filing systems are usually alphabetical. I agree Planter is after Plant. On Sat, May 21, 2016 at 12:09 PM, Clerical Chick wrote: You are wrong about alphabetizing numbers i.e. A well-maintained filing system allows vital information to be accessed quickly and saves a company money by saving time. But again, I think it goes back to “what does your office do?”, Yeah, that’s what I was taught (roughly). Purpose File management ensures that records relating to a specific activity or subject are securely and consistently maintained together in one file. This method of filing correspondence is popular in the sales field and has been used by the U.S. Navy. Elvis Presley is filed under P because it is the first letter in the last name. Alphabetical Filing Rules! Logistics and W.W Lampe, then you look past the identical letters to the first different one. Both are used by the American Library Association. As many commenters have pointed out, filing practices vary depending on industry and different business preferences. key unit 1 PLAY. Then he would go under A.  Name-based files would look like this: NO NO JUST KIDDING DO NOT PUT THAT IN YOUR FILE SYSTEM IF YOU WANT TO KEEP YOUR JOB! In alphabetical filing systems, numeric codes are replaced with descriptive titles (e.g. ADVANTAGES: Alphabetical filing has several advantages. Example: 00230 would be filed before number 231 C. Terminal or last digit numbering is a system that categorizes charts by their last number. On Fri, Oct 14, 2016 at 11:24 AM, Clerical Chick wrote: You can thank google. Thank you for sharing! –Help! In the paid bills file put Jan-Dec monthly dividers.. Alphabetical filing is a method in which files and folders are arranged in order of alphabets of the names of person or institution concerned with such file. I’ve worked for quite a few who file numbers first and don’t spell them out. For example, in an alphabetical group of “A”, correspondence with Albert may be given number A/1 and with Alex Jones number A/2 and so on. When you get to letters, initials go first within their letter designation. PLANT / MANAGEMENT / CO When you learn to file in records management, you break the names and titles down into key units, then index them. That way, everything is off your mind until the right time. An alphabetic system would make more sense for licensing files retrieved by licensee name. When we file by name, subject and area we should always file alphabetically and by date. Plant Management and Planters Welding is actually wrong. 4. –Track 2 W.L. The application of the files system outlined herein by all Coast Guard units is mandatory. Reasons for this type of filing can be several. If I were designing that system, I’d keep the numbers consistent and not have a random letter pop up in the middle of a job number. Everyone knows their alphabet, right? For geographic filing, categories are arranged according to the geographic location of the source or destination of record. 1. The first letter of the name is taken into account for classification. This type of classification is suitable to the organization which has less than 1000 employees. Offices with limited records volume can often use an alphabetic filing system. eight, with an E). Which was annoying–I was always like, “Just look to see if there’s already a file in there!”. If it were Gibard, I’d put that one before Gibbard. 2. You’ll need to be careful … Nonetheless, I’m definitely delighted I found it and I’ll be bookmarking and checking City A Our color coded filing system helps you find information 40 percent faster than typical filing systems. there are two systems that are equally vaild: one files “letter by letter” and the other is “word by word” which always files nothing before something – so a space before more letters. In this system of classification the papers or records are classified in accordance with the first letter of the name in alphabetical order. MUS 164/B1 Family Correspondence; MUS 164/B2 Alphabetical Files; MUS 164/B3 General Correspondence; and MUS 164/B4 Letters of Reference. Learn vocabulary, terms, and more with flashcards, games, and other study tools. Managing Time . Learn. . The ampersand (&) is the only symbol that has filing value. There's a flurry of data pouring in from all directions that we need to process and, usually, s Every place I’ve worked does it a little bit differently–and of course, archives are something I don’t have a lot of experience with. For example, how should P.J. PLANTERS / WELDING. I meant to tell you sheet music so my students can find it. At its most … You can also treat it like the word “and” and just file it that way, but that can get confusing–I think it’s easier to file it at the beginning, as though the ampersand is a number. It is a flexible method. Even in the age of email and the internet, we still deal with many paper documents and files. If you’re keeping track of addresses, that would probably be fine, but I would probably try to organize it a little more depending on the amount of records you have or why you’re filing them in the first place. I hope some of these suggestions help, Maria, or at least give you some ideas. Suddenly, you have a letter amidst the numbers. If you’re using an alphabetical system, you’ll file numbers in ascending order, that is smallest to largest, the same way you would proceed through the alphabet. looks fine but when opening in I.E., it has some overlapping issues. In case name of more than one person starts with same letter then the second letter of name is taken into consideration. Clerical Ability - Alphabetic Filing. Pink Floyd is filed under P because it is the first letter in the group name. So your system will start with numerical headers. Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. 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