Alphabetizing and Filing Rules Flashcards

A clerk is tasked with arranging four new client folders. What is the correct alphabetical sequence for the following names? 1. South Bend Supply 2. South China Trading 3. South East Shipping 4. Southard & Sons

Answer: 3, 2, 1, 4

According to the unit-by-unit filing method, each word is a separate unit. The first unit, 'South', is the same for all. The second units must then be alphabetized: 'Bend', 'China', 'East', and 'Southard'. The correct alphabetical order of these second units is Bend, China, East, Southard. Therefore, the correct sequence is 1, 2, 3, 4.

According to standard alphabetizing rules where prefixes are treated exactly as spelled, which of the following names would be filed LAST?

Answer: McHenry, Paul

Modern filing rules treat prefixes like 'M'', 'Mc', and 'Mac' exactly as they are spelled, letter by letter. Therefore, 'Mabry' comes first. Then, comparing the others letter by letter: 'Macias' comes before 'McHenry', and 'McHenry' comes before 'M'Guire' (ignoring the apostrophe). Thus, 'McHenry, Paul' would be filed last in this set.

Which of the following sets of business names is alphabetized in the correct order, following the rule that numbers written as digits are filed before letters?

Answer: 5 Star Services, The 2nd Story Cafe, A-1 Auto, Two Guys Pizza

The standard rule is that names beginning with numbers as digits are filed first, in numerical order. After all numeric names are filed, names beginning with letters are filed in alphabetical order. '5 Star Services' comes before 'The 2nd Story Cafe' (which is filed under 'S'). 'A-1 Auto' is filed under 'A', and 'Two Guys Pizza' (spelled out) is filed under 'T'. Therefore, the correct order is 5 Star, A-1, The 2nd Story, Two Guys. Let's re-evaluate based on a stricter rule: Numbers as digits (filed numerically) -> Letters (filed alphabetically). So, `5` comes first. Then all the lettered names. `A-1 Auto`. `The 2nd Story Cafe` is filed under `Second`. `Two Guys Pizza` is filed under `Two`. So: `5 Star`, `A-1`, `Second`, `Two`. The correct option here assumes numbers are filed before letters, so `5 Star Services` and `The 2nd Story Cafe` (as a numeric '2') would come before the alphabetic names. Between the two numeric names, 2 comes before 5. Let's re-check the standard. A more common standard is that numbers as digits are filed as a group before letters. So '5 Star' comes before 'A-1'. And spelled-out numbers ('Two') are filed alphabetically. The article 'The' in 'The 2nd Story Cafe' is considered the last filing unit, so it is filed under 'S'. Thus the order is: 5 Star Services, A-1 Auto, The 2nd Story Cafe, Two Guys Pizza.

Given that seniority suffixes are filed numerically (II, III) before being filed alphabetically (Jr., Sr.), which set of names is in the INCORRECT filing order?

Answer: Garcia, Maria Sr.; Garcia, Maria Jr.; Garcia, Maria II

The standard rule for identical names is to consider seniority suffixes as the final filing units. Numeric suffixes are filed first in ascending order, followed by alphabetic suffixes in alphabetical order. The correct order for the 'Garcia, Maria' names would be 'Garcia, Maria II', then 'Garcia, Maria Jr.', then 'Garcia, Maria Sr.'. Option C places the numeric suffix 'II' last, which is incorrect.

According to the 'nothing before something' rule, which of the following names would be filed LAST?

Answer: Arthur's Antiques

The 'nothing before something' principle states that a shorter name or word is filed before a longer name or word that begins with the same letters. 'Art' as a single unit comes before 'Arthur'. 'Art Works' and 'Art's Gallery' (filed as Arts) come before 'Art-House' (filed as ArtHouse). All of these come before 'Arthur's Antiques' because the first filing unit 'Art' is shorter than 'Arthur'.

According to standard ARMA filing rules, how should the business name 'A Taste of Italy' be indexed and filed?

Answer: It is indexed as 'Taste of Italy, A' and filed under 'T'.

When an article ('A', 'An', 'The') is the first word of a name, it is considered the last indexing unit. The name is alphabetized based on the second word. Therefore, 'A Taste of Italy' is indexed as 'Taste of Italy, A' and filed under 'T' for 'Taste'.