Records Management BCT112 Simulation Project Job 3 Alphabetic Filing Rules 9-10 The principles and rules for indexing, coding, cross-referencing, and filing for Rules 5-8 are applied in this job. You...

Records Management BCT112 Simulation Project

Job 3

Alphabetic Filing Rules 9-10

The principles and rules for indexing, coding, cross-referencing, and filing for Rules 5-8 are applied in this job. You will file in alphabetic order additional customer name cards.

Supplies Needed:

•  File Box with guides from Jobs 1 and 2
  


•  Cards 37 - 54
  


•  6 Cross-Reference Cards (Print two pages, unless you have extras)  Pencil
  


• File Setup:
  


• The guides and cards should be intact from Jobs 1 and 2.
  


• Filing Procedures:
  

1. Code the name on each card in the same manner as you coded the names in Job 1, referring to the alphabetic indexing rules as needed. Exception: Code federal government names according to levels rather than units.
   


2. Mark a name that should be cross-referenced by placing an X beside the printed name on the original card; code the necessary cross-references on the blank cards.
   


3. As you code Cards 37-54, you may find these comments helpful:
   


4. Cards 37, 41, 47: These are federal government names. Refer to Rule 10C.
   


5. Cards 39, 49, 52: These are city government names. Refer to Rule 10A.
   


6. Cards 42, 46, 50: Refer to Rule 8 Identical Names.
   


7. Cards 51, 54: Refer to Rule 10D Foreign Government Names.
   


8. Card 45: The original card is filed by the English translation. A cross-reference card needs to be made for the foreign spelling.
   


9. Card 53: The new name is the filing segment for the original card. Prepare three cross- references for the former compound name.
   


10. Sort the original and cross-reference cards into piles. Use one pile for each of the six guides, according to the first letter or the number of the key unit.
    


11. Interfile the original and cross-reference cards in alphabetic or numeric order with the cards from Jobs 1 and 2. Check the accuracy of the filing order; move any cards that have been misfiled.
    


12. Interfile the original and cross-reference cards in alphabetic or numeric order with the cards from Jobs 1 and 2.
    


13. Check the accuracy of the filing order; move any cards that have been misfiled.
    


14. Log into Angel and use the Simulation Report Job 3 to submit your answers. They will be in order (down) from Front to Back. See Example:
    


15. REMOVE guides and cards from the file box, set aside. You will use new cards and guides in the next job.