Review Questions - Office Technology News

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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Review Questions

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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Review Questions

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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Review Questions

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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Review Questions

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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