Unit 1: Alphabetic Card Filing

Question 1

Rule 1: Alphabetizing Names

Answer 1

1. Compare the first units of the names letter by letter
2. If the first units are identical, compare the second units letter by letter.
3. If the first two units are identical, compare the third units letter by letter, and so on.

Question 2

Rule 2: Nicknames and Abbreviated First Names

Answer 2

Nicknames (Jimmy , Annie, Johnny) and abbreviated first names (Wm., Chas., Robt.) are indexed and alphabetized as written. Abbreviations not spelled out.

Question 3

Rule 3: Nothing before Something-single unit name

Answer 3

Zack or Smith alphabetized before the same name that has additional filing units
ex. Zack before James Zack

Question 4

Rule 3: Last name with first initial only

Answer 4

alphabetized before same last name that has a full first name beginning with same letter.
ex. B. Thomas before Betty Thomas

Question 5

Rule 4: Names with Prefixes

Answer 5

a last name that begins with a prefix (McLean or De Leon) considered one unit. prefix and last name written as one word with no spaces or punctuation marks.
Do not spell out prefixes St. and Ste. (for Saint)

Question 6

Rule 5: Hyphenated Names

Answer 6

considered one unit. ignore hyphen and write two words together as one word. ex. Anne-Marie or Kubelek-Levine

Question 7

Rule 6: Unusual and Foreign Names

Answer 7

when unsure about the surname, consider the last written part to be surname. index and alphabetize as usual

Question 8

Rule 7: Seniority Designations

Answer 8

identical names use last indexing unit to determine correct alphabetical order.
arabic numbers (3rd and 4th) filed before all Roman numerals (III and IV). both Arabic and Roman numbers
filed in numeric order before words Jr. and Sr.

Question 9

Rule 8: Titles and Degrees

Give examples of personal and professional titles

Answer 9

personal- Mr., Mrs. and Ms.

professional- Dr,, Mayor, and Senator

Question 10

8: Give examples of military ranks and academic degrees

Answer 10

military ranks- Major, Gen., Private

academic degrees- PhD, M.A., M.D.

Question 11

8:What are the rules for filing degrees and titles?

Answer 11

not considered in filing except to distinguish 2 or more identical names
last indexing unit (after all other units, including seniority titles)

Question 12

Rule 9: Religious and Royal Titles and Pseudonyms

Answer 12

personal names that begin with religious or royal titles (Father or Queen) followed by only a first name and a pseudonym (made-up name, Little Richard) indexed and alphabetized as written

Question 13

Rule 10: Identical Names

Answer 13

addresses determine correct filing order.

compared by town or city name, state or province, street name, and house or building number in ascending order

Question 14

Rule 11: Company Names

Answer 14

indexed and alphabetized as written.

personal names not transposed (rearranged).

Question 15

11:Name other rules with company names

Answer 15

prepositions (as,in, of, at), conjunctions ( and,but, or) and articles ( a, an) are separate filing units
“the” is indexed and filed as the last unit.

Question 16

Rule 12: Abbreviations in company names

Answer 16

indexed and alphabetized as written, omitting punctuation marks. ex. Mfg., Inc., Co.

Question 17

Rule 12: Single Letters in company names

Answer 17

with spaces between letters (A B C Company), each letter is separate indexing unit.
with no spaces between the letters ( CU Company), all letters indexed and alphabetized as one unit.

Question 18

Rule 13: Hyphenated Company Names

Answer 18

considered one unit. indexed and filed as one word (without the hyphen).
ex. Wilson-Wyatt Company, New-U-C Window Company

Question 19

Rule 14: Compass Points in Company Names

Answer 19

indexed and alphabetized as written.

ex. North and Northeast is one unit; North East is two units

Question 20

Rule 15: Company Names with Prefixes

Answer 20

city name is one unit. ex. San Antonio Services, Des Moines Electric Co., Los Angeles Music Store.
common prefixes: Del, Des, El, Las, Los, St. , San, Santa, and Terre.ule 17

Question 21

Rule 16: Symbols in Company Names

Answer 21

examples: $(dollar or dollars) +(plus) %(per cent) #(pound or number) and & (and)

Question 22

Rule 16: symbols in Co names

Answer 22

indexed and alphabetized and spelled in full

all spelled-out symbols except and (&) are capitalized

Question 23

Rule 17: Possessives and Contractions in Company Names

Answer 23

ignore apostrophe in possessives (Moe’s Garage) and in contractions (Can’t Guess Beauty Salon)

Question 24

Rule 17: Possessive and Contractions in company names

Answer 24

all punctuation marks (periods, commas, dashes, hyphens, exc lamation marks) are ignored

Question 25

Rule 18: Identical Company name

Answer 25

address is used for correct filing order

Question 26

Rule 18: identical company name

Answer 26

compare in following order: 1. city or town, 2. state or province, 3. street or avenue, 4. building number in ascending numeric orderule 19

Question 27

Rule 19: Numbers in Company names

Answer 27

numbers (3 Amigos Restaurant and 4 Corners Garage) are not spelled out. filed in ascending order

Question 28

Rule 19-hyphenated numbers

Answer 28

hyphenated numbers (6-12 Convenience Store) indexed and filed according to the number before the hyphen(6) the number after (12) is ignored.

Question 29

Rule 19-ordinal number

Answer 29

an ordinal number (1st,2nd,8th), the st, nd, and th is ignored

Question 30

Rule 19-spelled-out numbers

Answer 30

spelled-out numbers (Ninth Street Deli) are filed alphabetically as usual

Question 31

Rule 20: Government Names

Answer 31

unit 1 - country/prov., state, country, city

“City of” included only if official name and clarity

Question 32

Rule 20: Government names

Answer 32

unit 2: distinctive name

Question 33

Rule 20: Government names

Answer 33

unit 3: general parts of official name