Records and File Management

Objectives:

  1. Define filing, and explain how indexing facilitates the filing process.
  2. Index personal and business names in correct filing order.

 

Filing Fact

A card title is easy to maintain, is easy to file , and is easy to retrieve data from.

 

Indexing

Before names of individulas can be alphabetized (placed in alphabetical order), they must be indexed (rearranged) into filing units. The filinf units can then be used to decide alphabetical order.

Personal names are indexed into units in the following order:

  1. last name (surname)
  2. first name or initial, and
  3. middle name or initial (if any).

For example, the name Chris Lynn Davis is indexed into units as:

 
Unit 1-Last name (surname) Unit 2- First Name Unit 3 – Middle Name or Initial
Davis Chris Lynn

Punctuation marks, including periods, commas, dashes, hyphens, apostrophes, and so on, are ignored when indexing. For example, the name Florence R. Abrams is indexed as:

Unit 1-Last name (surname) Unit 2- First Name Unit 3 – Middle Name or Initial
Abrams Florence R

 

Now try indexing your classmates names.

 



2 Comments so far

  1.    Jo Medley on January 31, 2015 6:11 pm      Reply

    This looks great Fabian! It may be nothing for you to accomplish this, but I do so appreciate people with the skills to lay out things in such a clear, logical way.

  2.    keith webster on February 1, 2015 7:40 pm      Reply

    Hi Fabian,

    It looks like you’ve got a handle on using HTML to format text. I would recommend that simpler is almost always better in an educational context so I usually stick to single borders in tables.

    I like using the ‘div’ tag to set things apart as opposed to a table with a single cell. If you are using a WYSIWYG then your are often stuck with a table though.

    Good work.

    Keith

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