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

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