Proper Alphabetical Filing System

Arma has published a list of alphabetic filing rules containing standard rules for storing records alphabetically.

Proper alphabetical filing system.

There are many rules on how to file alphabetically in english to preserve a sensible filing system. Basic filing terms. The first unit is usually a person s last name. The 12 rules you will learn in this chapter follow the same principles as the arma rules.

It is filing by descriptive feature instead of by name or number. There are different versions of filing rules so filing practices differ from company to company. Various places may have very specific rules such as medical files which i haven t been privy to or filing by number either ascending or descending. This system is best when most of your files are going to be names of clients patients or customers.

Subject filing this is the arranging of material by given subject. By implementing alphabetical filing in your life you will ensure all documents are protected and readily available. These documents can include letters memos financial records reports and other forms of correspondence. Decide on a filing system.

Even in today s electronic age businesses and home. Receipts and invoices. If you share these files with others the system needs to be straightforward and easily communicated. In order not to lose a file that is somewhere but not where you first thought you need a system.

Business information that arrives in digital form requires no manual processing rules. Suddenly filing alphabetically becomes a bit more complicated. Filing receipts and invoices properly is one of the most important things a small business needs to do. Whatever it is it must make sense so you ll know exactly where every piece of paper is.

If your business is ever subject to an audit and you are unable to produce the required documents in. Filing is an age old system that makes it easier to find documents. But there are standard alphabetical systems that most people use for client files. A nonexistent or messy filing system can add days of extra effort at income tax time as you don t want to miss out on tax deductions because of missing receipts.

However paper documents such as letters purchase orders and. Luckily it s simple to get started with new documents and still is not a difficult change to make if you need to reorganize. Once entered into a computer this data can easily be accessed by assigning simple file storage folders and backing up the data regularly. Filing is done by units.

Before learning the 12 filing rules an understanding of filing terms is necessary. The way most companies do this is by alphabetization. Such a system enables statistics to be held in manageable and comparable units and also permits a large or macro figure or total to be evaluated in terms of its micro or component parts.