What else should I know?While you need to comply with our organization’s filing systemat work, you may want to set up a system outside of work forpersonal records. When doing so, remember to keep it as simpleas possible for yourself and others who need access to use it accurately and consistently. Prior to developing a filing structure, consider the kinds ofsearches people will be doing and the terms that will help themmake those searches. Develop a file category list, index terms, or other finding aids to make any search as short and efficientas possible. For in-depth information about developing or using a filing system, consult Establishing Alphabetic, Numeric and Subject Filing Systems, which is available for purchase atwww.arma.org/bookstore.

Questions about how to file? Contact:

R E C O R D S @ W O R K

HOWHow Should I File Information?

WHATWhat Will Make It Easier to Find Later?

11880 College Blvd., Suite 450 Overland Park, KS 66210800.422.2762 www.arma.org

© 2011 ARMA InternationalISBN: 978-1-931786-71-3

Cat. #A4789

SAMPLE

What filing system should I use?It may seem like a good idea to have your own personal system,but remember – sooner or later, others will have to find some-thing in it. Instead, you should adhere to our organization’s filing system. The following information will help you under-stand and use the variety of filing arrangements you may encounter within our organization. Some of these systems may use words, such as names or subjects, to identify files. Others may be numeric – they usenumbers, such as case numbers, for each file. All such systemshave one goal, however. They are intended to place any file in aknown and predictable place so a person retrieving the file cando so quickly and efficiently.

What are the basic filing systems? Alphabetic filing is recommended when records are retrieved bypersonal, organization, or government agency names.

ARMA International’s general alphabetic rules include:

• Treat each word in a file name as a filing “unit.”

• Alphabetize file names by arranging them in unit-by-unitorder and letter-by-letter within each unit. If the first filingunit is the word “The,” make it the last filing unit. So, “The New Ark Ship Company” filing units would be New Ark, Ship, Company, The.

• Remember the “nothing before something” rule and file the“least” unit before the “most.” For example, the “New ArkShip Company” file would be filed before the “Newark ShipCompany” because the first unit in the first file, “New,” isless than the first unit in the second file, “Newark.”

SAMPLE

• Ignore all punctuation, special characters, and diacriticalmarks.

• File numbers before alphabetic characters.

• File acronyms, abbreviations, and broadcast station call letters as one unit.

When filing personal names, the last name is the first unit, followed by the first name, middle name, and title/suffix.

Subject filing is recommended when the range of topics is wide, including such things as correspondence, reports, research, and inventory lists. The result should be that all material on topic is filed into one file. There are different types of subject filing systems, but for a small volume, we might use a dictionary subject filingsystem where files are arranged in alphabetic order by subject.(See ARMA International’s general alphabetic filing rules above.)For example:

• Articles of Incorporation

• Employee Activities

• Office Services

• Price Lists

• Security

Numeric filing is recommended when records have uniquenumbers affixed to them, such as preprinted invoice numbers,when they have assigned code numbers of significance, or whenthey must be protected from unauthorized access, such as personnel records. There are many types of numeric filing, butthe least complicated is consecutive (also known as serial, sequential, and straight numeric). In consecutive numbering systems, numbered records are arranged in ascending numberorder, from the lowest number to the highest number.

If your office is cluttered with disorganized stacks of papers onand in your desk and drawers, you will spend unproductive timesearching for what you need to do your job – and you may neverfind what you’re looking for. Filing your information in a systematic way will not only allow you to be more effective, itwill allow others who may need access to find it more easily.

Filing your information in

a systematic waywill not only

allow you to bemore effective,

it will allow others who may

need access to find it

more easily.