Topic-icon Alphabetical filing

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2 years 3 months ago - 2 years 3 months ago #77 by Valentina
Alphabetical filing was created by Valentina
Hello ALL,

I'm pretty new in our non for profit organization. When we prepare inactive files for archiving, we label them by 3 first letters of the last name and first letter of the first name. I continue to follow the rule established by my previous counterpart- predecessor, who worked with filing for this organization for more than 7 years. She said we need to follow the general rule for filing, that all libraries use, but I do not agree that we do filing correctly, placing files in the order as shown on the photo 1.
For me it doesn't make any sense, because it is really confusing when I try to find a file. I could be agree to use this way if we do filing by last name ONLY. I think its more clear and easier to find file if it placed in this order as shown on the photo 2.

I'd like to do it in the correct way - could you please help me? I'd like to get your advise.

Thank you so much.


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Last edit: 2 years 3 months ago by Valentina.

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2 years 2 months ago #106 by jweston
Replied by jweston on topic Alphabetical filing
Hi Valentina,

I'm not entirely clear on the order that you're showing in photo 1 - they're obviously sorted by last name but it appears that they're not sorting them at all by first name. Is that the case? If so, I have to agree with you - why group them by last name and then have no established order inside that group when it would be easy to sort by first name?

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ARMA Canada
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1 year 10 months ago #128 by bruce.norman.smith@gmail.com
Replied by bruce.norman.smith@gmail.com on topic Alphabetical filing
Agreed photo 2 is better where it sorts by last name then first initial (then I'm presuming two digit year after that).

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