Content area
Full Text
Organizations need simplified standard alphabetic filing rules that can be easily understood, learned and applied by filing personnel. Time spent on filing and retrieval can be greatly reduced through the use of such rules.
Technological advancements are creating new media for records storage and, as a result, are creating more records. Electronic, magnetic, micrographic and optical records create new filing and retrieval questions. The need for consistency and speed in filing and retrieval is increasing with the new records media. Consequently, the use of simplified standard alphabetic filing rules is more important than ever.
Easy retrieval through consistency in filing is the purpose of alphabetic filing rules. Each organization can adopt a standard set of alphabetic filing rules or develop its own. The rules adopted or developed will be based on specific records-retrieval needs. These rules must then be documented and communicated as standard procedures to all personnel responsible for filing and retrieving records.
Thorough training and periodic refresher training on the rules and design of the filing system for users of the files is essential. Training will ensure consistency in filing and retrieval of information.
The Association of Records Managers and Administrators (ARMA), the professional organization for the records management field, has developed simplified standard filing rules that are recommended for use by all organizations. The primary focus of this article is to emphasize the consistency and ease with which filing and retrieval can be achieved using the ARMA Alphabetic Filing Rules.
ARMA has chosen the unit-by-unit method of filing. A filing unit can be a number, letter, word or any combination of these. One or more filing units are a filing segment -- the total name, subject, or number that is being used for filing purposes.
These standard rules provide consistency in simplified filing:
1. Alphabetize by arranging files in unit-by-unit order and letter-by-letter within each unit.
2. Each filing unit in a filing segment is to be considered. This includes prepositions, conjunctions and articles. The only exception is when the word the is the first filing unit in a filing segment. In this case, the is the last filing unit. Spell out all symbols (&, $, #) and file alphabetically.
3. File "nothing before something." File single-unit filing segments before multiple-unit...