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.

with punctuation as necessary. The indexed format presents the names in all-caps because for purposes of alphabetizing, the differences between capital and lowercase letters should be ignored. Moreover, the indexed format ignores punctuation; it even ignores a space or a hyphen between parts of a name.

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  Rules, Punctuation, Filing

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