The basic filing rule says that things should usually be put in order from A (first) to Z (last) (last). Use more and more information to tell products apart and place orders for them.
People don’t use file cabinets as much as they used to because computers can store a lot more information than a warehouse full of file cabinets ever could. In reality, it’s the other way around. As any business owner knows, paperwork is still an important part of running a business. Accounts, invoices, statements, letters, and other important paper documents must be kept in a safe and easy-to-reach place.
A business that makes money is well-run and organized. A business that makes money is also efficient. Any business that cares about professionalism, organization, and, most of all, success needs to have a well-kept filing cabinet. This is true whether the business is small and local or huge and international.
Before you can put your files in order, you need to label all of them the same way. After labeling your files with the names of groups or subcategories, put them in the cabinet in alphabetical order. The files in the cabinet should be put in order from top to bottom, front to back, starting with the letter “A.” Put tabs on the files so you can see what’s inside and to keep the papers from getting damaged. At least half of a new filing cabinet should be set aside for brand-new files. Remember that new files will be added wherever the alphabet says, not necessarily at the end. Don’t make the mistake of putting everything in the first two drawers of a four-drawer filing cabinet. Instead, fill each of the four drawers all the way up. File cabinets shouldn’t be filled more than about 10% of the way because it’s hard to get files out of them and they can get damaged if they’re too full.
If you need to keep track of a lot of clients or contacts, set up your file folders at work so that they are in alphabetical order. Use a simple manila folder or one in a different color for each contact.
How your office is set up and organized may have a lot to do with how well it works. If you don’t have a consistent filing system, your office files and folders are likely to get all mixed up. Once you have your file cabinet, folders, and labels, you have a few options for how to organize your files and folders so that you and your team can find things quickly.
How do I put a file cabinet in order from A to Z?
To put names in alphabetical order, compare the names’ first letters letter by letter. If the first two letters are the same, file by the second letter, and so on. People are put into groups based on their last name, their first or middle name, or both.
What is the order of the alphabetical filing method?
In an alphabetical filing system, papers are put into folders based on the first letter of the name of the person or group responsible for them. You can use first names or last names, but they have to be the same all over the file system.
What are the two ways to put client file systems in alphabetical order?
Methods of filing based on Subject or Category. Sorting things by letter and putting them in order by number.
What’s the first letter of the alphabet?
Most of the time, capital letters come before lower case letters in a dictionary. Let’s look at a few examples to help you understand. If there are two capitalized words that sound the same, the capitalized word comes first in alphabetical order. For example, Apple, Apple.
What is the right order for indexing?
When indexing a person’s name, the units should be in this order: last name as Unit 1, first name or initial as Unit 2, middle name or initial as Unit 3. When putting names in Unit 1 in alphabetical order, if two names start with the same letter, look at the letter before or after it.
How could it be easier to use a file system?
Before you put your papers and files in order, try these ways to make things easier: Put everything in one big pile. If everything won’t fit in one pile, make more, but think of them as extensions of the first. Remove any folders that are out of order and put them on top.
How many rules are there for putting things in alphabetical order?
As a list of Alphabetic Filing Rules, ARMA has put out standard rules for putting records in order by alphabet. The 12 rules you will learn about in this chapter are based on the same basic ideas as the ARMA rules.
Is there an app that lets you put things in order by name?
You can use your Android phone and an app called Word Sorting Machine to sort your lists. The app works with lists that are separated by a space, a comma, or a semicolon.
What is Rule 3 for filing by letter?
Rule #3: When you file names, use hyphens. You just count names with hyphens as one thing. The hyphenated name will be treated as a single name, whether it is the first, middle, or last name. Since the hyphen is not a separate sign in this case, you should not pay attention to it.
What are the three different ways to organize files?
There are three main types of file and classification systems: alphabetical, numeric, and alphanumeric. Each of these ways to file has pros and cons that depend on the information being submitted and how it is categorized.
What are the things that make a filing system work well?
A good file system should have a number of features, such as ease of use, affordability, adaptability, safety, compactness, and accessibility. The first thing that makes a file system good is that it is easy to use. A good way to keep files should be easy to use. Employees shouldn’t have much trouble understanding it.
Do the files come before or after the tab?
Make sure the tab is on the front flap of the hanging file, not the rear. So, you can open the file by pulling it forward instead of moving it. Since the tab is in the front, papers can’t stick up and cover up the label.