1. CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Office Administration Chapter 3: Filing Rules and Standards

2. 2 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Alphabetic Filing Rules Files are arranged in unit-by-unit order Filing unit may be a number, letter, word, or combination Filing segment consists of one or more filing units used for filing purposes Each filing unit in a segment is considered EXCEPT a, an, the, prepositions, &, conjunctions

3. 3 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 ARMA Rules Continue File nothing before something Ignore punctuation in filing Filing segments that begin with numbers come before those with letters Arabic numbers precede Roman numerals Acronyms, abbreviations, and station names are filed as a single unit The most commonly used name or title should be used when filing

4. 4 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Filing Personal Names Personal names are filed with the surname considered as the first unit, followed by the first name and then the middle name A surname with a prefix is filed as one unit Titles and suffixes are not considered as units except when duplicate surnames Hyphenated surnames are filed as one unit Pseudonyms are filed as written Royal and religious titles are filed as written Foreign names are filed like personal names Nicknames commonly used should be a filing unit

5. 5 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Filing Business and Organization Names Company names are filed using each word in the name as a unit EXCEPT a, an, &, and, the, prepositions, and conjunctions; “The” is moved to the end of the name Cross-reference an acronym, if necessary Each filing unit in a geographic place name is a separate unit Each word containing a compass term is considered a separate unit

6. 6 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Other Alphabetic Rules When the same business name applies to more than one location, it is filed by the location by 1. city, 2. state or province, and 3. street name A company name that includes the full name of an individual is filed by the surname first Hyphenated business names are filed as a single unit

7. 7 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Filing Names of Government and Political Organizations If it is a federal government agency or military name, the first filing units are the name of the government State, county, and town government divisions are filed by their name, including the words county, city, department For foreign governments, the first filing unit is the distinctive English name of the country

8. 8 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Numeric Filing Rules Straight numeric filing arranges files in consecutive order, aka sequential or serial Duplex numeric filing uses two sets of numbers with a separator, primary numbers are filed together in secondary order Block codes are reserved for records that have a common feature or characteristic Middle digit records are filed numerically by the middle digit

9. 9 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Other Numeric Filing Rules Terminal-digit records are filed by the last digits Decimal-numeric systems allows a subject to be subdivided, subdividing subjects and Dewey Decimal System Coded numeric systems give numeric codes that tell about the person or item (ZIP, area, catalog numbers) Chronological system records are filed according to date

10. 10 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Alphanumeric Filing Systems When a combination of letters and numbers is used in a filing code, it is referred to as alphanumeric code A Soundex code is an alphanumeric code that includes a letter and 3 numbers representing the consonants The Library of Congress system uses alphanumeric code that includes one or two letters and then numbers

11. 11 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Subject Filing Records are arranged in alphabetical order by topic or category An index of all topics used must be kept electronically or manually Refer to the index to see if a topic has been established yet Subject files may get large and need to be separated

12. 12 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Geographic Filing Records are arranged alphabetically according the geographic locations Useful for companies with branch locations Easy to determine how areas are being served Cumbersome May require separate files for clients

13. 13 CPS ® and CAP ® Examination Review OFFICE ADMINISRATION, Fifth Edition By Schroeder and Graf ©2005 Pearson Education, Inc. Pearson Prentice Hall Upper Saddle River, NJ 07458 Filing Standards Written set of filing rules should be available Personnel with access to records should be trained Cross-references should be used where they make sense Operations manual should include a set of procedures for manual and electronic procedures