ALPHABETIC INDEXING RULES ; ALPHABETIC RECORDS MANAGEMENT

- A rule is an established guide for action

DEFINING THAT ALHABETIC
INDEXING RULES ;
CORRESPONDENCE FILE ;
- Established guides that indicate the
proper location of records - Collectioon of letters, memorandums,
CODING and related documents, received / written,
-Physical process of marking the indexing unit arranged in alphabetic order
in the filling segment to indicate the order in EXAMINING CORRESPONDENCE FILING
which they are considered when filling EQUIPMENT ;
INDEXING RULES ; 1) TOP ACCESS EQUIPMENT
Rules 1 : Order of filing unit CHAPTER 4
- Equipment that stored record vertically
Rules 2 : Minor words & symbol in - Vertical file cabinets
businessnames
Rules 3 : Punctuation & possessives 2) SIDE ACCESS EQUIPMENT

Alphabetic
Rules 4 : Single letters & abbreviations - Folders are placed upright side by side
Rules 5 : Title & suffixes - Shelf file
Rules 6 : Prefixes-Articles & particles
Rules 7 : Numbers in business names
Storage & 3) TOP OR SIDE ACCESS EQUIPMENT
- Combines both vertical and shelf file

Retrieval - Lateral file cabinets

EXAMINING ALPHABETIC CARD

EXAMINING CORRESPONDENCE FILING
CARDS SUPPLIES
Used for storig information that is reference often
SUPPLIES NEEDED ;
Provides the durability to withstand frequent
Guide - To mark sections
handling
Folders - Hold documents
CARDS FILING ; Labels — Identify contents
Guides, tabs, caption, organization, drawer labels
ARRANGING GUIDES&FOLDERS
CROSS REFERENCE - Preffered guide & folder plan in correspondence
An addditional file indexed under one/ more file is straght line filing
related heading or names ARRANGEMENT :
Guide Arrangement ; Alphabetic guides (primary
Shows alternative name for a record
files), Special subject (secondary guides)
Shows the location of the record
Folder Arrangement ; Individual folders, Special
Uses of a cross-references of personal names
Subject Folders, General Folders
Chapter
4
Receiving & Filing
Correspondence
How documents are filed determines the
value of filing system as an information
source
Valuable resource must be filed according
to a systematic and consistent procedure
RECEIVING THE CORRESPONDENCE
Time Stamp ; records date & sometimes
time of newly received correspondence
Release Mark ; an agree upon mark placed
on a record
FILING CORRESPONDENCE ;
Inspecting ; checking to see that a record
has been release in a proper filing
Indexing ; determine the filing segment
of each record
Selecting Storage Supplies &
Equipment
1. NEED : the filling supply & equipment needs of
the organization
2. AVAILABILITY : supplies & equipment plus
inteligent selection
3. COST : saving its realized
THE SUCCESS OF PURCHASE DEPENDS
ON : knowledge, experience & personal
taste
Storing Other Records
1. CATALOG & DECORATIONS : they are
marked & filed according to several plans
used by the organizations at certain point
2. LARGE & ODD SIZED RECORDS : records
Includes maps, blueprints, duplicator plates
& stencils, forms, & computer printouts