Chapter 4 MIND MAP PDF

Preview

Summary

mind map...

Description

CHAPT CHAPTER ER FOUR : ALPHAB ALPHABETIC ETIC ST STORAGE ORAGE AN AND D RETRIVA RETRIVAL L NEED FOR ALPHABETIC ORDER • RECORDS SERVE AS THE MEMORY OF ORGANIZATION HELP A BUSINESS DO BUSINESS. • FILING METHOD OR STORAGE METHOD ALPHABETIC – MOST COMMON METHOD SUBJECT NUMERIC GEOGRAPHIC • ALPHABETIC INDEXING RULES PROVIDED OFFICE WORKERS WITH THE NECESSARY GUIDELINES TO ARRANGE PERSONAL AND BUSINESS NAMES ALPHABETICALLY • INDEX-APOINTER OR INDOCATOR CODING EXAMPLE PERSONAL NAME Personal Name: Laura J. Huff • Complete name is the filing segment • HUFF is the key unit • LAURA is the second unit • J is the third unit ALPHABETIC RECORD MANAGEMENT Defining The Alphabetic Correspondence File Is a collection of letter, memorandums and related documents, received or written, arranged in alphabetic order File alphabetically by three method: geographic, location, subject or name. Geographic Method The method of storing and retrieving records alphabetically first by location and then by individual, organization, or project

FILING RULES • ALL FILING IS DONE TO A FACILITATE RETRIEVING INFORMATION. • ARMA’S ALPHABETIC INDEXING RULES PROVIDE GUIDANCE. • CONSISTENTLY FOLLOWING FILINF RULES AND PROCEDURES HELPS IN RAPID RETRIEVAL OF INFORMATION.

ARMA International Association of Records Managers and Administrators, Inc. An important professional group for records and information managers

CODING EXAMPLE BUS NAME Business Name: Huff and Sons, Construction • Entire name is the filing segment • HUFF is the key unit • AND is t • SONS is • CONSTR

Rule 5: Titles an Suffixes A. Person A title be suffix, or the last indexing unit. B. Business Names Titles in business names are indexed as written.

INDEXING Mental process of 1. Select the Filing Segment The filing segment is the complete name, subject, number or location being used for filing purposes. E.g. Helen L. Sanchez 2. Divide the Filing Segment into Filing Units May be a word, a letter, a number or any combination of these Alphabetized by comparing the filing units letter by letter 3. Determine the Order of Filing Units Rule for indexing personal names is to consider the surame (last name) first Key unit-filing unit considered first in filing segment

Alphabetic Indexing Rules 1-5 Rule 1: Order of Filing Units A. Personal Names Surname (last name) is the key unit Given name (first name) or initial is the se Middle name or initial is the third unit

B. Business Names Index bus. names as written using lett trademarks as guides. Each word in a business name is a separate unit. If business names contains personal name, index the name in the order it is written.

Rule 2: Minor Words and Symbols in Business Names Articles, prepositions, conjunctions, and symbols are considered separate indexing units. Articles: A, AN, THE Prepositions: AT, IN, OUT, ON, OFF, BY, TO, WITH, FOR, OF, OVER Conjunctions: AND, BUT, OR, NOR

WAY TO CODE FILING SEGMENT •

• •

Separate the units with diagonal lines Underline the key unit Write numbers above the remaining units to indicate their rank in correct filing order

Rule 3: tion and Possessives ation is disregarded xing personal and ames. periods, hyphens, es, dashes, exclamation estion marks, quotation erscores, and diagonals (/) Rule 4: Single Letters and Abbreviations A. Personal Names Initials in personal names are considered separate indexing units. Abbreviations of personal names and nicknames are indexed as they are written. B. Business Names Single letters in business and organization names are indexed as written.

1

Subject Method Method for classifying, coding, and filing records first b subject and then by individual, organization or project Name Method A collection of letters and memorandums received or written and der by name espondence Filing p-Access Equipmen e-Access Equipme Side-Access Equip

TAB a projection beyond in body of the guid ing label is attached. Tab cut-is the width that the tab occupies in relation to the total width of the guide. Tap position-is the location of the tab on the guide. LABEL Device containing the name of the contents of a folder, drawer, or container CAPTION A caption is the content-identifying information on labels-anything written, typed, or printed on the tab or tab label

RECEIVING AND FILING DOCUMENT When correspondence is first received, it is time-stamped and distributed. When the correspondence has been read or responded to in some way, it is released for filing Time stamp – record date, time (Figure 4-10, pg 67). After mail is time-stamped, i according to recipient’s names or dept and delivered to them. After has been read and answered, both the original and copy of reply are to record dept for filing Release markagreed upon mark placed on record showing that the record is read storage. Mark is made on the letter by a secretary or person who originally received the letter. The initial are written in the upper left part of original letter 1

Top-Access Equipment Top-access file storage is file equipment that contains records stored vertically on edge and dropped into or lifted up and out for storage and retrieval al file-the most familiar and most used, storage ment for business correspondence Top-or Side-Access Equipment ne the features of both the vertical and the shelf file al file cabinet provides the same top-access drawer as the vertical file cabinet isle space is required used for record storage ARRANGING GUIDE AND FOLDER Straight-Line Filing The guide tab and folder tabs occupy single horizontal positions that are readable in a straight line from the front to the back of the file Preferred because: The eye scans in a straight line Folders are added and deleted with no disruption to the file arrangement GUIDE ARRANGEMENT Alphabetic guides are the major file divisions and are considered the primary guides in the alphabetic correspondence name file They are fifth-cut guides place in the first position (moving left to right) and precede all the other matter

GUIDE A guide is a divider used to identify a section in a file an to facilitate reference to a particular location. Made of durable pressboard material to sustain heavy use and to help support the folders in the file FOLDER Is a sheet of heavy paper, usually manila, scored and folded in half to hold paper Plastic folders come in a variety of colors (more expensive but more durable, reusable) Placement of guides and folder in file drawer or shelves make guide and folder tabs easily visible Suspension (Hanging Folder) Have to metal or beyond the top f the folder

Selecting St Equipment Need for Storage Supplies and Equipment Factors to select filing supplies and equipment Kind of records to be filed and controlled The frequency of use for each kind of record during the day Number of people working at files at one time The volume of records to be handled in a given period of time The method of filing best suited to handling the record...