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Filing Vocabulary & Rules 1 5

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Brief lecture on vocabulary and Rules 1-5 from Filing Made Easy.

Brief lecture on vocabulary and Rules 1-5 from Filing Made Easy.

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  • 1. Filing Vocabulary Filing Made Easy Rules 1-5
  • 2. Filing Segment
    • Refers to the whole name that something is filed under
    • Jackie Earle Haley
    • Charlotte Gilman Perkins
    • Charlie T. Parker
  • 3. Filing Unit
    • Pieces of a Filing Segment
    • Personal Name Filing Rules are organized in the following unit order:
      • Last Name (Surname)
      • First Name (Given Name)
      • Middle Name or Initial
    • Remove all punctuation or spaces in a single unit, and squeeze characters together.
  • 4. Step 1 - Organizing Units
    • Indexing & Coding is the process of marking the text in Unit Order
    • Filing Unit Order :
      • Last Name
      • First Name
      • Middle Name
    • 2 3 1
    • Jackie / Earle / Haley
    • 2 3 1
    • Charlotte / Gilman / Perkins
    • 2 3 1
    • Charlie / T / Parker
  • 5. Step 1 - Organizing Units (cont.)
    • 2 3 1
    • Jackie / Earle / Haley
    • 2 3 1
    • Charlotte / Gilman / Perkins
    • 2 1
    • Charlie / Parker
    • Unit 1 Unit 2 Unit 3
    • Haley Jackie Earle
    • Perkins Charlotte Gilman
    • Parker Charlie T
  • 6. More Examples of Filing Units
    • Susan Saint John 
    • Mary-Jo Fuller 
    • J. Edgar Hoover 
    • Sally Sander-Day 
    • Barney O’Shea 
    • 2 1
    • Susan / SaintJohn
    • 2 1
    • MaryJo / Fuller
    • 2 3 1
    • J / Edgar / Hoover
    • 2 1
    • Sally / SanderDay
    • 2 1
    • Barney / OShea
  • 7. More Examples (cont.)
    • 2 1
    • Susan / SaintJohn
    • 2 1
    • MaryJo / Fuller
    • 2 3 1
    • J / Edgar / Hoover
    • 2 1
    • Sally / SanderDay
    • 2 1
    • Barney / OShea
    • Unit 1 Unit 2 Unit 3
    • SaintJohn Susan
    • Fuller MaryJo
    • Hoover J Edgar
    • SanderDay Sally
    • OShea Barney
  • 8. Filing by Item
    • Items are individual characters of a Filing Unit
    • May be letters or numbers
    • Alphabetized left to right, one character at a time
  • 9. Step 2 - Organizing by Item
    • Order of Alphabetizing by Item *:
      • Nothing before something
      • Words (all others)
      • *More rules to come!
    • Unit 1 Unit 2 Unit 3
    • H aley Jackie Earle
    • Pe rkins Charlotte Gilman
    • Pa rker Charlie T
    • Unit 1 Unit 2 Unit 3
    • H aley Jackie Earle
    • P a rker Charlie T
    • P e rkins Charlotte Gilman
  • 10. More Examples of Filing by Item
    • Unit 1 Unit 2 Unit 3
    • Sai ntJohn Susan
    • F uller MaryJo
    • H oover J Edgar
    • San derDay Sally
    • O Shea Barney
    • Unit 1 Unit 2 Unit 3
    • F uller MaryJo
    • H oover J Edgar
    • O Shea Barney
    • Sa i ntJohn Susan
    • Sa n derDay Sally
  • 11. Sorting for Alphabetizing
    • Rough Sort
      • Group Coded Filing Segments together
        • by first letter, or
        • by a group of letters (A-G, H-R, S-Z)
    • Fine Sort
      • List Coded Filing Segments in alphabetic order
        • Nothing before something
        • Arabic
        • Roman
        • Words
  • 12. Rough Sorting
    • Unit 1 Unit 2 Unit 3
    • Johannes Bart
    • Perkins Carl J
    • Johannsen Karl
    • Johanson Meryl
    • Parks Chris
    • Perkson Sally
    • Johannes K Saul
    • Unit 1 Unit 2 Unit 3
    • J ohannes Bart
    • J ohannsen Karl
    • J ohanson Meryl
    • J ohannes K Saul
    • P erkins Carl J
    • P arks Chris
    • P erkson Sally
  • 13. Fine Sorting
    • Unit 1 Unit 2 Unit 3
    • Johannes Bart
    • Johannsen Karl
    • Johanson Meryl
    • Johannes K Saul
    • Perkins Carl J
    • Parks Chris
    • Perkson Sally
    • Unit 1 Unit 2 Unit 3
    • Johannes B art
    • Johannes K Saul
    • Johann s en Karl
    • Johan s on Meryl
    • P a rks Chris
    • Perk i ns Carl J
    • Perk s on Sally