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Obm247 - Chapter 4

Alphabetic indexing rules provide established guides for filing records in proper alphabetical order. There are various types of equipment for storing correspondence alphabetically, including vertical file cabinets for top access of records, shelf files for upright folders accessed from the side, and lateral file cabinets that combine vertical and side access. Effective correspondence filing requires supplies like guides to mark sections, folders to hold documents, and labels to identify contents. Records are arranged according to a preferred straight-line filing plan with alphabetic guides as the primary files and special subject folders as secondary files.

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NUR AQEELAH HUSNA ABD AZIZ
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153 views2 pages

Obm247 - Chapter 4

Alphabetic indexing rules provide established guides for filing records in proper alphabetical order. There are various types of equipment for storing correspondence alphabetically, including vertical file cabinets for top access of records, shelf files for upright folders accessed from the side, and lateral file cabinets that combine vertical and side access. Effective correspondence filing requires supplies like guides to mark sections, folders to hold documents, and labels to identify contents. Records are arranged according to a preferred straight-line filing plan with alphabetic guides as the primary files and special subject folders as secondary files.

Uploaded by

NUR AQEELAH HUSNA ABD AZIZ
Copyright
© © All Rights Reserved
We take content rights seriously. If you suspect this is your content, claim it here.
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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 Selecting Storage Supplies &
Correspondence Equipment
How documents are filed determines the 1. NEED : the filling supply & equipment needs of
value of filing system as an information the organization
source 2. AVAILABILITY : supplies & equipment plus
inteligent selection
Valuable resource must be filed according 3. COST : saving its realized
to a systematic and consistent procedure
THE SUCCESS OF PURCHASE DEPENDS
ON : knowledge, experience & personal
RECEIVING THE CORRESPONDENCE taste
Time Stamp ; records date & sometimes
time of newly received correspondence

Release Mark ; an agree upon mark placed Storing Other Records


on a record
1. CATALOG & DECORATIONS : they are
FILING CORRESPONDENCE ; marked & filed according to several plans
used by the organizations at certain point
Inspecting ; checking to see that a record
has been release in a proper filing
2. LARGE & ODD SIZED RECORDS : records
Includes maps, blueprints, duplicator plates
Indexing ; determine the filing segment
& stencils, forms, & computer printouts
of each record

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