Review Questions - Office Technology News

[Pages:13]Review Questions

1. Why is consistency in filing important?

With consistency, every person working in the files follows the same procedures. Without consistency in filing, retrieval becomes more difficult or impossible. If retrieval is slow or not possible, the filing system is failed.

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2. Why are indexing rules important when filing names alphabetically?

A filer needs to know how to select the indexing units in a filing segment. Written rules provide a guide to a filer for determining the indexing units consistently. If filing is performed consistently and fast, accurate retrieval is more likely in an alphabetic file.

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3. In personal names, what is the key unit?

The key unit in personal names is the surname. If determining the surname is difficult, use the last name for the surname (Rule 1).

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4. How is the key unit of a business name determined?

The key unit of a business name is determined by looking at the letterhead or trademark. A business name is indexed as the name is written, or in as-written order.

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5. Code and arrange the following names in alphabetic order. Justify your arrangement.

2

3

d. Randall/Printing/Company

2

3

b. Randy's/Painting/Company

2

c. Rachelle/Thornton

2

a. Randolph/Thornton

Items a and c are personal names and must be transposed. Items b and c are Business names and are coded as written (Rule 1).

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6. Code and arrange the following names in

alphabetic order. Justify your arrangement.

4

23

d. The/$/Off/Store

b. T5he/Garden/D2eli/&3 /Rest4aurant

23

4

a. Gardner/&/House/Produce

2

c. G/T/Delivery

Symbols are spelled out. The $ symbol changes to Dollar and is the key unit because The becomes the last unit. The diagonal G/T is ignored; GT becomes the key unit. The in item b becomes the last unit.

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7. Code and arrange the following names in

alphabetic order. Justify your arrangement.

2

3

c. Lindsey's/Copies/Inc.

2

b. Moore's/Mercantile

2

3

4

5

d. Morris/and/Moore/Hardware/Store

2

a. Lindsey/Morris-Hatfield

Punctuation in items b and c is ignored.

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8. Code and arrange the following names in alphabetic order. Justify your arrangement.

2

c. Will/Jones

23

d. Wm./S./Jones

23 4

b. M/L/G/Associates

2

a. MLG,/Inc.

M is the key unit in item b; single letters separated by a space are separate indexing units. Nicknames and abbreviated personal names are indexed as written. Item c, Will is filed before William (Rule 4).

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