filing vocabulary & rules 1 5
DESCRIPTION
Brief lecture on vocabulary and Rules 1-5 from Filing Made Easy.TRANSCRIPT
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Filing VocabularyFiling Vocabulary
Filing Made EasyFiling Made Easy
Rules 1-5Rules 1-5
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Filing SegmentFiling Segment
Refers to the whole name that Refers to the whole name that something is filed undersomething is filed under
Jackie Earle HaleyJackie Earle Haley
Charlotte Gilman PerkinsCharlotte Gilman Perkins
Charlie T. ParkerCharlie T. Parker
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Filing UnitFiling Unit
Pieces of a Filing SegmentPieces of a Filing Segment Personal Name Filing Rules are Personal Name Filing Rules are
organized in the following unit order: organized in the following unit order: – Last Name (Surname)Last Name (Surname)– First Name (Given Name)First Name (Given Name)– Middle Name or InitialMiddle Name or Initial
Remove all punctuation or spaces in Remove all punctuation or spaces in a single unit, and squeeze characters a single unit, and squeeze characters together.together.
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Step 1 - Organizing UnitsStep 1 - Organizing Units
Indexing & Indexing & CodingCoding is the is the process of process of marking the text marking the text in in Unit OrderUnit Order
Filing Filing Unit Unit OrderOrder::– Last NameLast Name– First NameFirst Name– Middle NameMiddle Name
2 3 12 3 1
Jackie / Earle / HaleyJackie / Earle / Haley
2 3 12 3 1
Charlotte / Gilman / Charlotte / Gilman / PerkinsPerkins
2 3 12 3 1
Charlie / T / ParkerCharlie / T / Parker
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Step 1 - Organizing Units Step 1 - Organizing Units (cont.)(cont.)
2 3 12 3 1
Jackie / Earle / HaleyJackie / Earle / Haley
2 3 12 3 1
Charlotte / Gilman / Charlotte / Gilman / PerkinsPerkins
2 12 1
Charlie / ParkerCharlie / Parker
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
Haley Haley Jackie Jackie EarleEarle
Perkins Perkins Charlotte Charlotte GilmanGilman
Parker Parker Charlie Charlie TT
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More Examples of Filing More Examples of Filing UnitsUnits
Susan Saint John Susan Saint John
Mary-Jo Fuller Mary-Jo Fuller
J. Edgar Hoover J. Edgar Hoover
Sally Sander-Day Sally Sander-Day
Barney O’Shea Barney O’Shea
2 12 1
Susan / SaintJohnSusan / SaintJohn
2 12 1
MaryJo / FullerMaryJo / Fuller
2 3 12 3 1
J / Edgar / HooverJ / Edgar / Hoover
2 12 1
Sally / SanderDaySally / SanderDay
2 12 1
Barney / OSheaBarney / OShea
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More Examples More Examples (cont.)(cont.)
2 12 1
Susan / SaintJohnSusan / SaintJohn
2 12 1
MaryJo / FullerMaryJo / Fuller
2 3 12 3 1
J / Edgar / HooverJ / Edgar / Hoover
2 12 1
Sally / SanderDaySally / SanderDay
2 12 1
Barney / OSheaBarney / OShea
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
SaintJohn SaintJohn SusanSusan
Fuller Fuller MaryJo MaryJo
Hoover Hoover J J EdgarEdgar
SanderDay SanderDay SallySally
OShea OShea BarneyBarney
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Filing by ItemFiling by Item
ItemsItems are individual characters are individual characters of a Filing of a Filing UnitUnit
May be letters or numbersMay be letters or numbers
Alphabetized left to right, one Alphabetized left to right, one character at a timecharacter at a time
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Step 2 - Organizing by ItemStep 2 - Organizing by Item
Order of Order of Alphabetizing Alphabetizing by by ItemItem*:*:– Nothing before Nothing before
somethingsomething– Words (all Words (all
others)others)
*More rules to come!*More rules to come!
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3HHaley aley Jackie Jackie EarleEarlePePerkins rkins Charlotte Charlotte GilmanGilmanPaParker rker Charlie Charlie TT
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3HHaley aley Jackie Jackie EarleEarlePPaarker rker Charlie Charlie TTPPeerkins rkins Charlotte Charlotte GilmanGilman
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More Examples of Filing by More Examples of Filing by ItemItem
Unit 1Unit 1 Unit 2Unit 2 Unit Unit 33
SaiSaintJohn ntJohn SusanSusan
FFuller uller MaryJo MaryJo
HHoover oover J J EdgarEdgar
SanSanderDay derDay SallySally
OOShea Shea BarneyBarney
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
FFuller uller MaryJo MaryJo
HHoover oover J J EdgarEdgar
OOShea Shea Barney Barney
SaSaiintJohn ntJohn SusanSusan
SaSannderDay derDay SallySally
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Sorting for AlphabetizingSorting for Alphabetizing
Rough SortRough Sort– Group Coded Filing Segments together Group Coded Filing Segments together
by first letter, or by first letter, or by a group of letters (A-G, H-R, S-Z)by a group of letters (A-G, H-R, S-Z)
Fine SortFine Sort– List Coded Filing Segments in alphabetic List Coded Filing Segments in alphabetic
orderorder Nothing before somethingNothing before something ArabicArabic RomanRoman WordsWords
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Rough SortingRough Sorting
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BartBart
PerkinsPerkins CarlCarl JJ
JohannsenJohannsen KarlKarl
JohansonJohanson MerylMeryl
ParksParks ChrisChris
PerksonPerkson SallySally
JohannesJohannes KK SaulSaul
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JJohannesohannes BartBart
JJohannsenohannsen KarlKarl
JJohansonohanson MerylMeryl
JJohannesohannes KK SaulSaul
PPerkinserkins CarlCarl JJ
PParksarks ChrisChris
PPerksonerkson SallySally
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Fine SortingFine Sorting
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BartBart
JohannsenJohannsen KarlKarl
JohansonJohanson MerylMeryl
JohannesJohannes KK SaulSaul
PerkinsPerkins CarlCarl JJ
ParksParks ChrisChris
PerksonPerkson SallySally
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BBartart
JohannesJohannes KK SaulSaul
JohannJohannssenen KarlKarl
JohanJohanssonon MerylMeryl
PPaarksrks ChrisChris
PerkPerkiinsns CarlCarl JJ
PerkPerkssonon SallySally