Rules for Alphabetic Filing

There are three types of Alphabetic Filing : (1) letter by letter (in which spaces between wordsare disregarded), (2) word by word, and (3) unit by unit (in which every word, abbreviation, andinitial is considered a separate unit). ARMA International (formerly the Association ofRecords Managers and Administrators) recommends the use of the unit-by-unit basic principles of the unit-by-unit method (see pages 2 3) and the more specific rulesthat follow are consistent with the ARMA standards.*However, many acceptable alternativerules and variations are currently in use. The important thing to remember is that the goal ofany set of Filing standards and Rules is to establish a consistent method of sorting and storingmaterials so that you and others you work with can retrieve these materials quickly and eas-ily. Therefore, it makes sense to modify or change the following Rules as necessary to accom-modate the specific needs of your office or organization.

Ng Kwong Cheung NG KWONG CHEUNG Philip K. Ng NG PHILIP K. Appendix C • Rules for Alphabetic Filing C–5 b. Consider the prefixes M’, Mac,and Mc exactly as they are spelled, but ignore the apostrophe in M’. Consider a name such as O’Keefe as one word, and ignore the

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