1. Filing VocabularyFiling Vocabulary
Filing Made EasyFiling Made Easy
Rules 1-5Rules 1-5

2. Filing SegmentFiling Segment
 Refers to the whole name that somethingRefers to the whole name that something
is filed underis filed under
Jackie Earle HaleyJackie Earle Haley
Charlotte Gilman PerkinsCharlotte Gilman Perkins
Charlie T. ParkerCharlie T. Parker

3. Filing UnitFiling Unit
 Pieces of a Filing SegmentPieces of a Filing Segment
 Personal Name Filing Rules are organizedPersonal Name Filing Rules are organized
in the following unit order:in the following unit order:
– Last Name (Surname)Last Name (Surname)
– First Name (Given Name)First Name (Given Name)
– Middle Name or InitialMiddle Name or Initial
 Remove all punctuation or spaces in aRemove all punctuation or spaces in a
single unit, and squeeze characterssingle unit, and squeeze characters
together.together.

4. Step 1 - Organizing UnitsStep 1 - Organizing Units
 Indexing &Indexing &
CodingCoding is theis the
process ofprocess of
marking the text inmarking the text in
Unit OrderUnit Order
 FilingFiling UnitUnit
OrderOrder::
– Last NameLast Name
– First NameFirst Name
– Middle NameMiddle Name
2 3 12 3 1
Jackie / Earle / HaleyJackie / Earle / Haley
2 3 12 3 1
Charlotte / Gilman / PerkinsCharlotte / Gilman / Perkins
2 3 12 3 1
Charlie / T / ParkerCharlie / T / Parker

5. Step 1 - Organizing UnitsStep 1 - Organizing Units (cont.)(cont.)
2 3 12 3 1
Jackie / Earle / HaleyJackie / Earle / Haley
2 3 12 3 1
Charlotte / Gilman / PerkinsCharlotte / Gilman / Perkins
2 12 1
Charlie / ParkerCharlie / Parker
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
HaleyHaley JackieJackie EarleEarle
PerkinsPerkins CharlotteCharlotte GilmanGilman
ParkerParker CharlieCharlie TT

6. More Examples of Filing UnitsMore Examples of Filing Units
Susan Saint JohnSusan Saint John 
Mary-Jo FullerMary-Jo Fuller 
J. Edgar HooverJ. Edgar Hoover 
Sally Sander-DaySally Sander-Day 
Barney O’SheaBarney O’Shea 
2 12 1
Susan / SaintJohnSusan / SaintJohn
2 12 1
MaryJo / FullerMaryJo / Fuller
2 3 12 3 1
J / Edgar / HooverJ / Edgar / Hoover
2 12 1
Sally / SanderDaySally / SanderDay
2 12 1
Barney / OSheaBarney / OShea

7. More ExamplesMore Examples (cont.)(cont.)
2 12 1
Susan / SaintJohnSusan / SaintJohn
2 12 1
MaryJo / FullerMaryJo / Fuller
2 3 12 3 1
J / Edgar / HooverJ / Edgar / Hoover
2 12 1
Sally / SanderDaySally / SanderDay
2 12 1
Barney / OSheaBarney / OShea
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
SaintJohnSaintJohn SusanSusan
FullerFuller MaryJoMaryJo
HooverHoover JJ EdgarEdgar
SanderDaySanderDay SallySally
OSheaOShea BarneyBarney

8. Filing by ItemFiling by Item
 ItemsItems are individual characters of aare individual characters of a
FilingFiling UnitUnit
 May be letters or numbersMay be letters or numbers
 Alphabetized left to right, oneAlphabetized left to right, one
character at a timecharacter at a time

9. Step 2 - Organizing by ItemStep 2 - Organizing by Item
 Order ofOrder of
AlphabetizingAlphabetizing
byby ItemItem*:*:
– Nothing beforeNothing before
somethingsomething
– Words (allWords (all
others)others)
*More rules to come!*More rules to come!
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
HHaleyaley JackieJackie EarleEarle
PePerkinsrkins CharlotteCharlotte GilmanGilman
PaParkerrker CharlieCharlie TT
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
HHaleyaley JackieJackie EarleEarle
PPaarkerrker CharlieCharlie TT
PPeerkinsrkins CharlotteCharlotte GilmanGilman

10. More Examples of Filing by ItemMore Examples of Filing by Item
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
SaiSaintJohnntJohn SusanSusan
FFulleruller MaryJoMaryJo
HHooveroover JJ EdgarEdgar
SanSanderDayderDay SallySally
OOSheaShea BarneyBarney
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
FFulleruller MaryJoMaryJo
HHooveroover JJ EdgarEdgar
OOSheaShea BarneyBarney
SaSaiintJohnntJohn SusanSusan
SaSannderDayderDay SallySally

11. Sorting for AlphabetizingSorting for Alphabetizing
 Rough SortRough Sort
– Group Coded Filing Segments togetherGroup Coded Filing Segments together
 by first letter, orby first letter, or
 by a group of letters (A-G, H-R, S-Z)by a group of letters (A-G, H-R, S-Z)
 Fine SortFine Sort
– List Coded Filing Segments in alphabeticList Coded Filing Segments in alphabetic
orderorder
 Nothing before somethingNothing before something
 ArabicArabic
 RomanRoman
 WordsWords

12. Rough SortingRough Sorting
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BartBart
PerkinsPerkins CarlCarl JJ
JohannsenJohannsen KarlKarl
JohansonJohanson MerylMeryl
ParksParks ChrisChris
PerksonPerkson SallySally
JohannesJohannes KK SaulSaul
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JJohannesohannes BartBart
JJohannsenohannsen KarlKarl
JJohansonohanson MerylMeryl
JJohannesohannes KK SaulSaul
PPerkinserkins CarlCarl JJ
PParksarks ChrisChris
PPerksonerkson SallySally

13. Fine SortingFine Sorting
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BartBart
JohannsenJohannsen KarlKarl
JohansonJohanson MerylMeryl
JohannesJohannes KK SaulSaul
PerkinsPerkins CarlCarl JJ
ParksParks ChrisChris
PerksonPerkson SallySally
Unit 1Unit 1 Unit 2Unit 2 Unit 3Unit 3
JohannesJohannes BBartart
JohannesJohannes KK SaulSaul
JohannJohannssenen KarlKarl
JohanJohanssonon MerylMeryl
PPaarksrks ChrisChris
PerkPerkiinsns CarlCarl JJ
PerkPerkssonon SallySally