Why is consistency in filing important? With consistency,
every person working in the files follows the same procedures
. Without consistency in filing, retrieval becomes more difficult or impossible. If retrieval is slow or not possible, the filing system is failed.
Why are indexing rules important when filing names alphabetically quizlet?
If determining a surname is difficult in a personal name, consider the first word written as the surname. In the coding process, the filer mentally determines the indexing order of the filing segment. In filing alphabetically, using written rules
is critical for consistent and accurate retrieval
.
What is the purpose of the filing rules?
Scope and structure: The expressed purpose of the rules is
to ensure consistency in filing
. They stress the importance of documenting filing decisions and offer guidance on conversion to automated filing and retrieval systems.
What is a key unit in filing?
Indexing Units • Words that make up the filing segment • Key unit –
The first unit in a filing segment
– Not necessarily the first word in the name O Indexing order 9.
What are the indexing rules for alphabetic filing?
alphabetize names by comparing the first unit letter by letter
. If the first letters are the same, file in terms of the second letter, and so on. Names of individuals are filed as follows: last name, first name or initial, middle name or initial.
Which of the following is the correct order for the records life cycle quizlet?
creation, distribution, use, maintenance, and disposition
.
What is the most common filing system used in a numeric filing system?
| Question Answer | What is the most common filing system used in a numeric filing system? terminal digit | Medical practices use ____ files to avoid losing track of important dates. tickler | A numeric filing system ____. may include numbers that indicate where in the filing system a file can be found |
|---|
What are the rules of filing system?
- Rule 1: File by name in terms of the first letter. …
- Rule 2: If the first letters are the same, file in terms of the second letter. …
- Rule 3: File in terms of surnames. …
- Rule 4: If surnames are the same, file in terms of the initial.
What are the rules for alphabetizing?
- Alphabetize letter by letter.
- Ignore spaces, capitalization, hyphens, apostrophes, periods, and accent marks.
- When alphabetizing titles or group names as authors, go by the first significant word (disregard a, an, the, etc.)
How many rules are there for alphabetic filing?
10 Rules
Alphabetic Filing!!️
When filing alphabetically Do you use the?
Use the “
nothing before something” rule
. File all articles beginning with that letter of the alphabet behind or after the letter itself, since there is nothing after just one letter of the alphabet. Always start filing from the front, i.e. the first page in a binder or the closest to you in a filing cabinet.
Why is it necessary to adhere to the indexing rules when filing?
Indexing helps the filer to list out the items in an order
, which follows a particular system. Thus, the record will be stored in a particular filing segment for easy retrieval.
What is the key unit in a business name?
A. Personal Names – A personal names is indexed in this manner: (1)
The surname (last) is the key
unit, (2)The given (first) name or initial is the second unit, & (3) The middle name or initial is the third unit.
What are the 5 basic filing systems?
The five basic steps for filing.
Conditioning, releasing , Index and coding, Sorting, Storing and filing
.
What are the 3 types of filing systems?
All filing systems fall into three general classification categories:
subject, numeric, and alphanumeric
.
What is indexing rule?
An indexing rule
maps a domain, an object type, and a life cycle state to a set of collections used when executing keyword searches
. It specifies the collections that objects of a specified type are indexed into when the objects reach a specified life cycle state.
