OBM247 CHAPTER 4

OBM247 CHAPTER 4

ALPHABETIC STORAGE & RETRIEVAL

Indexing name for filing purposes

Indexing

The mental process of determining the filing segment (name) by which a record is to be stored a filing segment contains units

Coding

The physical process of marking the indexing unit in the filing segment to indicate the order in which they are considered when filing.

RULES OF CODING

Separate the unit name diagonal lines.

Underline the key unit.

Write number above the remaining the units to indicate their rank incorrect filing  order.

Sometimes names are rewritten on a record in indexing order, that is the filing units are written in the order that they are considered for filing purposes.

INDEXING RULES

Rule 1: Order of Filing Unit

Rule 2: Minor words and symbol in

business names

Rule 3: Punctuation and Possessives

Rule 4: Single Letters and Abbreviations

Rule 5: Title and Suffixes

Rule 6: Prefixes –Articles and Particles

Rule 7: Numbers in Business Names

Rule 1: Order of Filing Unit

Personal Names Indexing Order

· surname (last name)

· given (first) name or initial

· middle name or initial

Indexing Rule 1 (Personal names)

Filing segment             Index order of unit in names

NAME                            KEY UNIT     UNIT 2          UNIT 3

I Reid                               REID                  I

Lisa reid                          REID               LISA

Micheal Reidman           REIDMAN      MICHEAL

Micheal W Reidman      REIDMAN       MICHEAL        W

Indexing Rule 1 (Business names)

Filing segment          Index order of unit in names

NAME                              KEY UNIT     UNIT 2         UNIT 3

Foster Joyce Tour          FOSTER       JOYCE         TOUR

Lisa Reid Shop                LISA              REID            SHOP

Micheal Barber Shop     MICHEAL      BARBER      SHOP

Micheal Music House     MICHEAL      MUSIC         HOUSE

Rule 2: Minor words and symbol in business names

MINOR WORDS IN BUSINESS NAMES CONSIDERED SEPARATE UNITS

Articles: a, an, the

Prepositions: at, in, out, on, with, for, by

Conjunctions: and, but, or, nor

Symbols considered spelled in full

Minor words and symbol in business names

Filing segment                Index order of unit in names

NAME   KEY UNIT  UNIT 2   UNIT 3  

The Town Motel        TOWN      MOTEL      THE

Nany Grey Realty    NANCY      GREY        REALTY

The Oddesy Hotel    ODDESY   HOTEL      THE

Rule 3: Punctuation and Possessives

ALL PUNCTUATION DISREGARDED WHEN INDEXING

Personal names

Rosetta Allen – Carter ( ALLENCARTER / ROSETTA)

Business names 

A - OK” Pilot Shop (AOK / PILOT / SHOP)

Punctuation and Possessives

Filing segment          Index order of unit in names

NAME                         KEY UNIT      UNIT 2     UNIT 3     UNIT 4

Ellison-Jones Store    ELLISONJONES  STORE

Ell’s & Rod’s Diner     ELLS                  AND         RODS         DINER

Out-of-Town House  OUTOFTOWN  HOUSE

Sinclair,West & T       SINCLAIR          WEST        AND           T

Point-look Café        POINTLOOK     CAFE

Rule 4: Single Letters and Abbreviations

SINGLE LETTERS AND ABBREVIATIONS

Personal names

Separate units as written Wm. T. Albania (ALBANIA /WM / T)

Business names

indexed as written US Bancorp, Inc. (US / BANCORP / INC)

Single Letters and Abbreviations

Filing Segment        Index order of unit in names

NAME                   KEY UNIT          UNIT 2    UNIT 3   UNIT 4

A & A Shop           A                      AND              A        SHOP

W. Aaron              AARON              W

K R B Inc               K                      R                 B          INC

KB Mall                 KB                                                   MALL

Rule 5: TITLES AND SUFFIXES

Personal names

separate units after the name Ms. Ada Johnson, CPA

(JOHNSON / ADA / CPA / MS)

Business names

indexed as written Mr. Video Corner ( MR/ VIDEO / CORNER)

TITLES AND SUFFIXES

Filing segment          Index order of unit in names

NAME                    KEY UNIT     UNIT 2            UNIT 3

Mr. Micheal Bern     BERN            MICHEAL  MR

Brother John         BROTHER    JOHN

Datuk Dalili Johan    DALILI        JOHAN   DATUK

Tengku Ismail Petra TENGKU   ISMAIL     PETRA

Haji Ismail Ali         ISMAIL        ALI          HAJI

Dr. Brown Clinic      DR       BROWN  CLINIC

Rule 6: Prefixes –Articles and Particles

PREFIXES (ARTICLES AND PARTICLES) INDEXED AS WRITTEN

· Disregard spaces

· Index as one unit

Gary Del Carrpio -- DELCARRPIO/GARY

Van der Hoff Seed Company -- VANDERHOFF/SEED/COMPANY

Articles and Particles

Filing segment         Index order of unit in names

NAME                                   KEY UNIT              UNIT 2           

Marco van basten      VANBASTEN             MARCO

Van de Sar               VANDERSAR

Robbin Van Persie             VANPERSIE    ROBIN

Maria de Amore    DEAMORE     MARIA

El Panco de la Mona            ELPANCODELAMONA

RULE 7: NUMBERS IN BUSINESS NAMES

· Numbers in business names

· Spelled-out numbers filed alphabetically

· Numbers written in digits filed in ascending order

· Arabic numerals filed before Roman numerals

· Inclusive numbers filed by first digit(s)

NUMBERS IN BUSINESS NAMES

NAME                    KEY UNIT    UNIT 2         UNIT 3  UNIT 4

2 Broadway Shop   2                   BROADWAY      SHOP

2M Hotel                2M                HOTEL

11 & 3rd Store        11                  AND                  3         STORE

A&W Restaurant   AANDW  RESTAURANT

Kedai Abg-27         KEDAI       ABG27

Examining alphabetic card

Cards

· Used for storing information that is reference often

· Provides the durability to withstand frequent handling

· Often called a unit record or unitized record because it contains one main item or piece of information

· Common size of cards

· 5”x3”,6”x4”, 8”x5” and 14”x12”

· Lined card are used for writing on card and unlined card used for printing.

· Use to store current records and possible to store lots of information.

Examining alphabetic card

Guides

§ A file divider with project in metal or plastic tab used to separate and identify a section of the file.

§ Heavier than a card for heavily used.

Examining alphabetic card

Tabs

A tab is a projection beyond the top of the main body of guide which identifying label attached and easily visible when the file ids scanned.

Tab cut is the width that tab occupies in relation to the total of the guide.

Tab position is the location of the tab on the guide.

Captions

A caption is the content identifying information on labels either written, typed or printed.

Cross-Reference

Shows alternate name for a record

Shows the location of the record

Cross-Reference

Personal Names

1. Unusual names

2. Alternate personal names

3. Compound hyphenated surnames

4. Similar name

Cross-Reference

Business names

1. Compound names

2. Abbreviations and acronyms

3. Popular names

4. Hyphenated business names

5. Divisions and subsidiaries

6. Changed names

Personal names. (UNUSUAL NAMES)

Dr. Asafu Adjaye

Original                                   Cross reference

ADJAYE ASAFU DR......................ASAFU ADJAYA DR

.............................................SEE

.............................................................ADJAYE ASAFU DR

Personal names. (UNUSUAL NAMES)

Akeo Saga Phd

Original                                   Cross reference

SAGA AKEO PHD                    AKEO SAGA PHD

..........................................SEE        

............................................................SAGA AKEO PHD

Personal names. (HYPERNATED NAMES)

Terry’ Palmer-Green

Original                                       Cross reference

PALMERGREEN TERRY              TERRY PALMERGREEN

                                        SEE             

.................................................................PALMERGREEN TERRY

Personal names. (HYPERNATED NAMES)

Melaine la font-newton

Original......................................................................Cross reference

LAFONTNEWTON MELAINIE                   MELAINIE LAFONTNEWTON

                                                SEE                 

..................................................................................LAFONTNEWTON MELAINIE

Business Names (COMPOUND AND HYPHENATED) 

Sham & Sha Com.

Original                                      Cross reference

SHA AND SHAM COM                 SHAM AND SHA COM

                                       SEE       SHA AND SHAM COM

Business Names (COMPOUND AND HYPHENATED) 

Original                                     Cross reference

ABAH DAN RESTAURANT                    MADI DAN ABAH RESTAURANT

                                               SEE        ABAH DAN MADI RESTAURANT

Business Names (ABBREAVIATIONS AND ACRONYMS)

BMW (Bavarian Motor Works)

Original                                      Cross reference

BMW                                     BAVARIAN MOTOR WORKS

                            SEE           BMW

Business Names (ABBREAVIATIONS AND ACRONYMS)

PNB (Permodalan Nasional Berhad)

Original                                      Cross reference

PNB                      PERMODALAN NASIONAL BERHAD

                     ...........SEE   PNB

Alphabetic Records Management

Geographic Filing

Geographic filing is a method of storing and retrieving records in alphabetical order by location of an individual, an organization or a project

Geographic filing are needed to support the requirements of global market activities

Geographic Filing

The filing segment in geographic filing include geographic filing unit first followed by correspondence name which are arrange from major to minor geographic unit

Four main unit in geographic filing:

Country name

State name

City name

Correspondence name

Types of arrangement in Geographic Filing

Dictionary arrangement

The arrangement of record in alphabetic order ( A-Z) which contains a single geographic unit such as file of all streets, cities, states, and countries

Types of arrangement in Geographic Filing

Encyclopedic arrangement

The alphabetic arrangement of major geographic divisions plus one or more geographic subdivisions also arranged in alphabetic order

Geographic Filing

ADVANTAGES OF GEOGRAPHIC FILING

Easily to identify location all correspondence

Evaluate business activities

Easy for addition, deletion, decision and rearrangement

Geographic Filing

DISADVANTAGES OF GEOGRAPHIC FILING

More time to spend in preparing index

User have to search in various index to locate the file

Large space are required to maintain the file

Special guidelines of we are required to handle the file storage

Subject Method

Subject file is a collection of papers on a specific subject or its specific sub subject collected and place within a single file cover container.

Classifying record is the act of determining the subject or subjects under which the records are to be name numbered, cross reference, and file.

The subject classification identify, group, codify, or standardized the file into field, categories or location.

 2 categories of subject file

Administrative file

records of internal housekeeping nature such as employee information, minutes of meeting

Operational file

records created by a department in carrying its main functional role example financial records of petty cash, policy and directive created by the department.

Subject Method

Subject Classification Operations

A subject file is a collection of papers on a specific subject or its specific sub-subjects collated and placed within a single file cover container.

HR HUMAN RESOURCE DEPARTMENT

HR-01 RECRUITMENT

   HR-01-00 POLICY

   HR-O1-01 GENERAL

   HR-O1-02 CHIEF EXE OFF

3 Types Of Subject Classification

Alphabetical system

Function n activity system

Administrative structure systems

Subject Method

Advantages of Subject File Classification

· provide information in research

· documentation process will be easily

· record can be preserve effectively

· retrieval of document can be more efficiency and faster

· disposal records activity can be done easily because of the systematic file classification can identify which record should be dispose

Coding Systems

File coding systems consist of numbers, letters or combination of numbers and letters used in designing and arranging subject headings for storage and retrieval of files/records.

Coding system facilitates filing and retrieval of records when used together with subject file classification. 

Coding Systems

Example :

HR HUMAN RESOURCE DEPARTMENT – subject heading

HR-01 RECRUITMENT – sub division

   HR-01-00 POLICY

   HR-O1-01 GENERAL

Five Types Of Coding Systems

ALPHABETIC (A-Z)

ALPHANUMERIC (A-Z PLUS NUMBERS)

BLOCK-NUMERIC

DECIMAL-NUMERIC

DUPLEX-NUMERIC

ALPHABETIC (A-Z)

An alphabetic subject filing system is arranged in straight alphabetic order by subjects.

Example

ACC....................................ACCOUNTING

BDG...................................BUILDING

BDGMNT..........................BUILDING MAINTENANCE

COMM...............................COMMUNICATION

ALPHANUMERIC (A-Z PLUS NUMBERS)

An alphanumeric coding system consists of a combination of letters and numbers.

Example

HR HUMAN RESOURCE DEPARTMENT

HR-01 RECRUITMENT

   HR-01-00 POLICY

   HR-O1-01 GENERAL

BLOCK-NUMERIC

It consists of primary numbers that are allocated for each group of major function carried out by the organization.

Example

GENERAL ..........................000 - 099

ADMINISTRATION..........100 – 199

BUILDING .........................200 – 299

BUDGET ............................300 – 399

OPERATION ....................400 - 499

DECIMAL-NUMERIC

It consists of the number of the first sub-division followed by a decimal. Which is followed by one or more digits.

Example

300 BUDGET

      301 ANNUAL ALLOCATION

..............301.1 MGT ALLOCATION

.......................301.1.0 TRE PROC

.......................301.1.1  PETTY CASH

DUPLEX-NUMERIC

It is a combination of numbers and hyphens.

Example

2 PUBLIC RELATION DEPT

2-1 ADVERTISING

.......2-1-0 POLICY

.......2-1-1 GENERAL

.......2-1-2 NEWSPAPER

Name Method

Correspondence are most frequently arranged by name.

The alphabetic correspondence name file is a collection of letters and memorandums received or written and arranged in alphabetic order by name

ABU

ABU BAKAR

BADRUL

BADRUL HISHAM

Filing Equipment

What Is Storage?

Storage or storing is the actual placement of records, according to a plan, on a shelf or in a file drawer and can be electronically saving the records medium by a computer.

Three types of storage

Top Access Storage

Top access file storage is the file equipment that contains records store vertically on the edge and dropped into lifted up and out.

Vertical file is the most common top access equipment used to store the file.

A vertical file cabinets is storage equipment that is deeper than it’s wide and arrangement of the folders is in the file drawers is from front to back.  

Three types of storage

Side Access Storage

Side access storage is the file equipment that stores records vertically access from the side.

The shelf file is a side access file consisting of a horizontal open shelves.

Open-shelving equipment in which records are accessed horizontally from open side.

Three types of storage

Lateral Storage

Lateral file cabinet provides filing by folders are be placed in an upright, side by side arrangement as in the shelf file.

A storage equipment that is wider than its deep which records are accessed from the side (horizontally).

Records can be arranged in the drawers from front to back or side to side.

Filing Supplies

Guides

A rigid divider with a projecting tab to identify a section in a file.

Primary guide

identifies a main file section

Special guide

identifies an individual, company, or subject

Filing Supplies

Folders

Container used to hold and protect records.

Three types of common folder:

General folder 

For records to and from correspondents with a small volume of records.

Individual folder 

Used to store several records for an individual correspondent.

Special folder            

Used for records following a special guide.

Filing Supplies

Labels

A device containing the name of the contents of a folder, drawer, or container

Receiving and Filing Correspondence

Time stamp

Time stamp records the date and time of the records receipt and sorted according to recipient names or department.

Receiving and Filing Correspondence

Release mark

The release mark is an agreed-upon mark placed on a record showing the records is ready for storage.

END OF CHAPTER 4

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