Filing VocabularyFiling Vocabulary

Filing Made EasyFiling Made Easy

Rules 1-5Rules 1-5

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

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.

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

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

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

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

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

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

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

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

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

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