A file with an alphabetic heading is also easier to identify when its out of the file system and in use. In addition, it contains standard rules for indexing alphabetic data. In these rules, names beginning with m, mc, and mac were all filed as if spelled mac. Alphabetic alphabetic systems are the most natural and common method of arranging files. The application of the files system outlined herein by all coast guard units is mandatory. Filing system terms should be standardized, because using different terms to describe the same record or subject will cause confusion. The disadvantages of alphabetical filing are given below. As an admin, ive often had to do filing for the companies ive worked for. The topical alphabetic filing system, also known as a dictionary system, files individual records in alphabetical order. Filing alphabetically advantages and disadvantages. If you want to use a computer 1 to print names in alphabetic order and 2 to insert names in inside addresses as well as ordinary text, you may have to create two name. Filing receipts and invoices properly is one of the most important things a small business needs to do. I prefer to use a hierarchy where the top level is a general category which includes categories like these.
Alphabetical file the most commonly used filing arrangement is the alphabetical file. Learn alphabetic filing with free interactive flashcards. Alphabetical definition, in the order of the letters of the alphabet. If the papers, documents, information and materials are properly filed, they will be easily found whenever needed, which helps in quick performance of an official work. Create a file guide with a description of your filing system and instructions for the user so new personnel can continue to use the filing system. Alphabetical, numerical, geographical, chronological and subject wise. The way of arranging files or folders with the name of correspondents in drawers or cabinets in alphabetical order is called alphabetical classification. Establishing alphabetic, numeric and subject filing. The 12 rules you will learn in this chapter follow the same principles as the arma rules. These filing systems work well when storing a small number of records, less than 5,000 files, according to ancom, a filing system company.
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. Alphabetical filing is a way to organize printed documents based on one word of the document or files, which is often a name. By knowing this information upfront you can save the time and aggravation experienced having to change the system after you realize it is not working. But there are standard alphabetical systems that most people use for client files. Alphabetic filing uses a direct filing system where an additional. This guideline aids in the selection and application of a filing system that will enable users to retrieve information. Basic instructions filing rules libguides at american. Various places may have very specific rules, such as medical files, which i havent been privy to, or filing by number either ascending or descending. The 12 rules 1 the 12 rules of filing based on established rules of arma rule 1 names of individuals. Unlike numeric indexing, no crossreference system is needed, so users of the system can find files simply by looking them up in the filing system. Alphabetical order worksheets teachers pay teachers. Guidelines for alphabetical arrangement of letters and.
This article gives the advantages and disadvantages of arranging file folders into alphabetical order. A name consisting of one word comes before a name that consists of the same word plus one or more other words. Basic filing system how we set up a basic filing system for our. If your business is ever subject to an audit and you are unable to produce the required documents in support of your expenses your. How to make an insanely simple paperless filing system. They retain provisions for observing hierarchy in the form of catalog entries. Consider using an alphabetic system for correspondence, small volumes of case files, or personnel files. Tasks include placing items in alphabetical order from the first to the 5th letter and locating names in a filing system. On this basis, the letters and folders containing letters from various communications are arranged according to the first letter of the. If you use chrome or other browsers, you may experience technical difficulties with certain fillable pdf s, depending on your browser settings. Treat acronyms and initials not separated in any way as single words regardless of capitalization.
Expanding accordion file folder 24 pockets, trimagic filing box with unique mesh bag design, alphabetical expandable file organizer for document paperwork tax bill or receipt. This list is designed for the typical types of paperwork many households have, but it is meant for personal paperwork, and not business paperwork. Learn vocabulary, terms, and more with flashcards, games, and other study tools. Under this method, the folders are arranged in the alphabetical order. By implementing alphabetical filing in your life, you will ensure all documents are protected and readily available. The simplest filing system in the world paper tiger. One advantage to using an alphabetic filing system is it allows the grouping of records pertaining to the same individual or company to be filed in one location. Everyone knows the alphabet and how to put items in alphabetical order. When indexing the name of an individual, arrange the units in this order. Luckily, its simple to get started with new documents and still is not a difficult change to make if you need to reorganize.
Benefits of a filing system records filed accurately. This resource contains eight worksheets on alphabetical order. If i were designing that system, id keep the numbers consistent and not have a random letter pop up in the middle of a job number. Arma has published a list of alphabetic filing rules, containing standard rules for storing records alphabetically. Before learning the 12 filing rules, an understanding of filing terms is necessary.
The first letter of the name is taken into account for classification. The objectives of good filing system is to make rapidity in official work. It is arranged in alphabetical order with a file guide for each letter of the alphabet. A nonexistent or messy filing system can add days of extra effort at income tax time as you dont want to miss out on tax deductions because of missing receipts. The worksheets also contain sections for comments on what went well, next target, level of support indicator and st. Seeley, is the classic guide to filing catalog cards using the basic order of alphabetical, wordbyword rules.
The alphabetical arrangement is commonly used for correspondence. The arrangement or filing rules currently used in american library catalogs, indexes, inventories, dictionaries, directories, and other alphabetically arranged lists are, to a certain extent, incompatible with each other. What is an alphabetical filing system watch more videos for more knowledge what is an alphabetical filing system s. Procedures for storing records alphabetically will vary among organizations and even among departments within an organization. There are disadvantages to alphabetic filing when the number of files grows to several. Exercise list alphabetical active business learning. Choose from 35 different sets of alphabetic filing flashcards on quizlet. It may be done using either the first names or surnames, but whichever is chosen must.
I print a pdf of web pages and file it in a folder called webs. These filing systems work well when storing a small number of records, less than 5,000 files, according to. However, you need to use this as a guide since your filing system will be unique to your family. Purposes, importance and types of filing system in office. I suppose the filing system for your company would have a rule for thatit could vary from system to system. It is strictly adhered to the manner in such a way that a dictionary is printed. If this is the case, rightclick the form link, save the pdf to your device, then open the form outside of your browser. A method for classifying materials for storage and access through use of letters and digits that represents a concept. However, even the simplest alphabetic system requires establishing, filing standards, including written filing procedures, crossreference methods, and practices for filing duplicate name changes, etc. Begin today to set up your household filing system. In addition, using paper tiger, you can easily index your physical paper files and find them while searching for your digital files. Bold headings are for file dividers, followed by suggested file folder categories. You should also have a written set of rules for all staff to follow, to avoid lost files, misfiles, and unplanned duplication of records and filing locations. When initials and acronyms are followed only by ellipses or other marks.