Alphabetical Filing System Rules

An initial or name using just one letter comes before a complete name starting with the same letter.

Alphabetical filing system rules.

When you get to letters initials go first within their letter designation. Use increasingly specific information to distinguish between and order separate items. Alphabetical order is a system whereby character strings are placed in order based on the position of the characters in the conventional ordering of an alphabet it is one of the methods of collation in mathematics a lexicographical order is the generalization of the alphabetical order to other data types such as sequences of digits or numbers. There are three types of alphabetic filing.

These rules are letter by letter or character by character rules. Ala filing rules developed in the late 1970s by the rtsd filing committee and published in 1980 presents rules for the arrangement of bibliographic records whether displayed in card book or online format. When applied to strings or sequences that. The names of individuals are indexed alphabetically by using their last names first their first names or initials and finally their middle initials or names.

The two basic filing rules are alphabetical and date filing. Filing rules may differ slightly by organization and may include filing by date. Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically. The filing method under which files and folders are arranged in order of number is called numerical classification.

1 letter by letter in which spaces between words are disregarded 2 word by word and 3 unit by unit in which every word abbreviation and initial is considered a separate unit. Here each word is filed on the basis of the first letter. It is an indirect method of classification of filing. The general rule for filing alphabetically is to arrange items in order from a first to z last.

In this version spaces between the words are disregarded. Before learning the 12 filing rules an understanding of filing terms is necessary. For date filing file your most recent files on top. Lampe both begin with the letter w.

The 12 rules you will learn in this chapter follow the same principles as the arma rules. Basic filing terms. Order files alphabetically according to their indexed name. Here each word abbreviation and initial is considered as a separate unit.

Which one goes first. When performing alphabetical filing file according to the letter of the alphabet. 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. In this filing alphabetical index is required.