Alphabetical Filing System Rules

Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically.

Alphabetical filing system rules.

Here each word abbreviation and initial is considered as a separate unit. All files and folders are given separate numbers. Before learning the 12 filing rules an understanding of filing terms is necessary. These rules are letter by letter or character by character rules.

Filing rules may differ slightly by organization and may include filing by date. Which one goes first. 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. For date filing file your most recent files on top.

In this version spaces between the words are disregarded. The filing method under which files and folders are arranged in order of number is called numerical classification. Here each word is filed on the basis of the first letter. 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 12 rules you will learn in this chapter follow the same principles as the arma rules. Basic filing terms. An initial or name using just one letter comes before a complete name starting with the same letter. There are three types of alphabetic filing.

There are several rules applying to alphabetical filing. In this filing alphabetical index is required. When performing alphabetical filing file according to the letter of the alphabet. 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.

It is an indirect method of classification of filing. Use increasingly specific information to distinguish between and order separate items. The general rule for filing alphabetically is to arrange items in order from a first to z last. When you get to letters initials go first within their letter designation.

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. The two basic filing rules are alphabetical and date filing. There are three versions of alphabetical filing 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.