Filing Campbell College
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Filing
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The organization and storage of cards, letters, faxes, email, computer documents, memorandums, phone messages, reports, receipts, adresses, business forms, and all other kinds of record.
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Alphabetically
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Names in the white pages of a telephone directory are arranged this way. A filing system based on the alphabet in which records are arranged A to Z.
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By subject
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The yellow pages of a telephone directory are organized this way. A filing system in which records are arranged alphabetically by topic.
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Geographically
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Organizations that use areas or regions use this system. For example real estate companies could use this filing system. A filing system in which records are arranged alphabetically by location.
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Numerically
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Numbered personal cheque could be filed by using this system. Filing system in which records are arranged by number.
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Chronologically
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Credit card purchases are listed this way. A filing system in which records are arranged by date.
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Records
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The evidence or documentation of an organization's activities.
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Hard copies
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Business records in paper from that are organized and stored in file containers.
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File folder
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One type of container to store documentation.
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File cabinets
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File folders are usually organized and stored in these.
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Vertical filing
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Filling paper on edge. It makes it possible to find each record quickly.
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Unit
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Each part of the name of a person, organization or company that is used to arrange the name in alphabetic order.
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Alphabetizing
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Arranging names in alphabetical order from A to Z.
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Case
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Refers to whether the letter is capitalized or not. When you alphabetize, case does not make difference.
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Indexing
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The mental process of first determining the caption or heading under which a record is to be filed. Second, identifying each part of that caption as the key unit or unit 1, 2,3 and so on.
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Caption
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The name or heading under which a record is filed.
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Guide
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A sheet of cardboard used to separate sections of a file in a vertical filing cabinet.p
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Guide tab
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A piece of cardboard, plastic or metal attached to the top of guide. They have captions written or printed on them and they act as sign posts.
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Cross reference
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Used when a record might be filed under more than one caption.
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Incoming correspondence
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Documentation coming from an external person, company or organization to your company or organization. It's filed according to the name in the letterhead.
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Released or Aproved
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When a letter is ready to be filed, it is indicated by person's initials.
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Outgoing correspondence
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Documentation going to an external person, company or organization from your company. It's filed accordingly to the name of the address.
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Inspecting/Reviewing
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Checking to see that correspondence is released or approved for filing.
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Coding
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The process of identifying the caption under which that correspondence will be filed by underlining or highlighting or writing a subject heading on correspondence.
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Sorting
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After correspondence has been coded, arranging the correspondence in correct sequence according to the caption based the alphabet, topics, or locations.
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Storing
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The last step in filing correspondence is placing each paper in its proper folder in filing system for future retrieval.
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Primary guide
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A sheet of cardboard used to separate sections of a file that is placed at the beginning of each section that are labeled A to Z.
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Individual file folder
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A container for records about one correspondent-person, business or organization.
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Miscellaneous folder
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The last folder in a section that is after all individual file folders and and bears the same caption as the guide for that section.
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Subject file folder
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A container for records about one subject.
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Miscellaneous subject folder
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The last folder in a section after all of the subject file folders and bears the same caption as the guide for that section.
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File name
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Name assigned to an individual electronic document like a caption on a paper document.
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Directory
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A listing of all filenames of the files for a drive on a computer.
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Terminal-digit filing
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A numeric system in which the numbers are read from right left and arranged in this order.
