This course is designed to offer the student the opportunity to develop skills that will assist them in transitioning to the workplace, develop an understanding of managing a working life, and develop professional skills in the workplace. Students will learn how to organize and file documents and to handle paperwork.  In this course, you will learn about the general nature of office work and behaviors desired for office professionals. You will demonstrate appropriate communication with customers and co-workers. In your work area, you will organize your paper works and computer files, and will prioritize your daily tasks. You will understand the basic functions and practice in a business environment; understand the role of office worker and acquire good interpersonal skills in order to enable a smooth running of the office in business sector; and acquire the principles of customer orientation and the concept of business ethics so as to improve quality of service.

SyllabusChapter 1Chapter 2Chapter 12Filing MethodsTypes of FilesVocabularyReview QuestionsPopQuizzes

ScheduleFiling ProcessFiling Rules 1 - 2Rules 3-7Rules 8 - 12Rules 13 - 15Rules 16 - 18Rules 19 - 23Bottom

It is essential to remember, however, that the primary objective of filing is not to determine the "right" place to put everything; it is to be able to find or retrieve information quickly and conveniently.

OFFICE PROCEDURES & COMPUTERIZED OFFICE MANAGEMENT
DAILY SCHEDULE
Week Day Mth/Day Date/Activity
Week 1

 

day 1

2008

6/18

MONTH

- Discuss syllabus

day 2 6/19 - Discuss about Chapter 1:  The Changing Office Environment.  Answer and submit review questions 1 - 10
day 3 6/20 - Recap Chapter 1. Discuss about Chapter 2:  Skills and Background for Your Career.  Answer and submit review questions 1 - 10
Week 2 day 4 6/24 - Discuss about Chapter 12:  Records Management.
day 5 6/25 - Continue with Records Management: Methods of Filing. Types of Files. The Filing Process.
day 6 6/26 - Start Filing Rules #1 - 2. Answer and submit Rules 1 - 2 Filing Exercise.
day 7 6/27 - Check Filing Rules #1 - 2. Discuss Filing Rules 3 - 7. Answer in-class and submit Rules #3 - 7
Week 3 day 8 7/01 - Review Filing Rules #1 - 2.
   

 

Discuss Filing Strategy

1st - Underline the names into individual units.

2nd - Number the units according to importance. Assign number 1 to the most important unit, and so on.

3rd - Gather all Units 1.

4th - Alphabetize all Units 1, following the proper Filing Rules.

Check Filing Rules #3 - 7.

Pop Quiz #1 (10 points)

Important Note:  These on-the-spot Pop Quizzes could not be taken during make-ups.

day 9 7/02

- Tests back. Pop Quiz #1 and Filing Rules#1 - 2 and Filing Rules#3 - 7.

bullet Discuss Filing Rules #8 - 12.

day 10

7/03

- Answer and submit Rules #8 - 12 Filing Exercise.

Week 4 day 11 7/08 - Check Filing Rules #8 -12. Review Filing Rules #8 - 12.
day 12 7/09 - Discuss Filing Rules #13 - 15. Pop Quiz #2 (12 points)
day 13 7/10 - Continue Filing Rules #13 - 15. Answer and submit Rules #13 - 15 Filing Exercise.
day 14 7/11 - Pop Quiz #3 (12 points). Discuss Filing Rules #16 - 18. Check Filing Rules#16 - 18. Review Results of Filing Rules#16 - 18 and Pop Quiz #3.  Start Filing Rules 19 - 23
Week 5 day 15 7/15 - Continue Filing Rules# 19 - 23. Internet Search and Filing Exercise for Rule #22 United States Government Agencies.
day 16 7/16 - Check Rule #22 United States Government Agencies.  Work on Rules #19 - 23.
day 17 7/17 - Check Rules #19 - 23. Pop Quiz #4 (12 points).

day 18

7/18

- Pop Quiz #5 (30 points)

Week 6

 

day 19 7/22 - REVIEW
day 20 7/23 - FINAL TEST
day 21 7/24 - Graded Telephone Skills and Computer Exercises.
day 22 7/25 - Graded Telephone Skills and Computer Exercises.
 

SEATTLE VOCATIONAL INSTITUTE

COURSE SYLLABUS

The Business Computer Applications Department prepares knowledgeable, highly skilled and motivated employees who provide dedicated and professional service to their employers and community.

Course Title:  Office Procedures (OFO 126)

Program:  Office Technician

Instructor:  Gesito L. Juanich

Office:  Rm. 505-C

Division:  Business Computer Applications

Phone:  587 - 4944

E-mail:  gjuanich@sccd.ctc.edu

Quarter: 

Clock Hours:  33 hrs.

Meeting Times:  W & F (8:00 a.m. – 9:30 a.m.)               Room:  506

Prerequisites:  None

Course Description:  This course is designed to offer the student the opportunity to develop skills that will assist them in transitioning to the workplace, develop an understanding of managing a working life, and develop professional skills in the workplace. Students will learn how to organize and file documents and to handle paperwork.

Course Purpose and Goals:  In this course, you will learn about the general nature of office work and behaviors desired for office professionals. You will demonstrate appropriate communication with customers and co-workers. In your work area, you will organize your paper works and computer files, and will prioritize your daily tasks. You will understand the basic functions and practice in a business environment; understand the role of office worker and acquire good interpersonal skills in order to enable a smooth running of the office in business sector; and acquire the principles of customer orientation and the concept of business ethics so as to improve quality of service.

Program Outcomes:  To successfully complete this course you will need to demonstrate an ability to:

  1. understand the general nature of office work and the need for professional attributes in an ever changing office profession

  2. identify the emotional, physical, and intellectual characteristics of a professional

  3. develop and adopt professional standards and attributes for the office

  4. identify the skills and background needed for an office administration career

  5. identify employer vs. employee expectations

  6. identify workplace rules and boundaries

  7. identify appropriate response to customer situations

  8. demonstrate ability to communicate free of bigotry, racism, and sexism (both written and oral)

  9. develop communication skills

  10. demonstrate the ability to use standard business English

  11. demonstrate knowledge of basic filing rules

  12. file using the 23 alphabetic/numeric filing rules

  13. demonstrate the ability to create personal history report or data track

  14. demonstrate the ability to write job descriptions, use calendar, and computer software

  15. demonstrate the ability to plan, organize and prioritize

  16. develop time management strategies

 

ADA Statement:  If you need course adaptations or accommodation because of a disability, if you have emergency medical information to share with your instructor, or if you need special arrangements in case the building must be evacuated, please make an appointment with the instructor as soon as possible.

Instructional and Learning Methods:  Lectures, discussions, questions and answers, hands-on filing of documents, testing, and projects

Course Text:  None

Course Materials:  Handouts will be given as needed in class.

Student Assignments:  Discussion, homework, presentation, board work, case study, research and writing.

Learning Resources:  Computer labs (rooms 410, 505, 506, 507, 509, 516) are available from 8:00 a.m. to 5:00 p.m. Monday through Friday when an instructor, instructional technician, or tutor is available.

Feedback/Evaluation:  Feedback will be given by the instructor as needed based on the program outcomes stated above. You will have regular tests to show the competencies you have learned.

Grading Policy:  SVI uses the following grading system:

A = 4.0 – 3.5, B = 3.4 – 2.5, C = 2.4 – 1.5, D = 1.4 – 0.7, F = 0.6 - 0.0

Grades will be based on meeting the program outcome competencies listed above.

Attendance:                 100 pts.

Personal Attributes:       100 pts.

Class Participation:        100 pts.

Filing/Class Exercises:     200 pts.

Final Examination           100 pts.

TOTAL                         600 pts.

Attendance Policy:  SVI as a clock-hour institution has a 100% attendance policy. Any hour that you are absent from class, you must make up. A student must have a total attendance of no less than 91% to maintain Satisfactory Attendance Progress. If a student does not meet the attendance requirement for the course, the student may arrange with the instructor to make up the hours necessary to complete the attendance requirement.

Course Content  Outline:                                                                        HOURS

 I. Office Practice & Interpersonal Skills

bullet

The Office & Its Role in the Organization

bullet

The Structure and Functions of an Office

bullet

A Changing Profession

bullet

Skills and Background for Your Career

 

10.0

II. Records Management

bullet

Storage and Retrieval of Information

bullet

Filing System

bullet

Filing Equipment

bullet

Methods of Classification

 

4.0

III. Filing Rules and Applications

bullet

Persons Names

bullet

Business and Institutions Names

bullet

Local, State, and Federal Governments

 

16.5

IV. Personal History and Data Track

bullet

Personal, Educational, and Career History

 

 2.5

Behavioral Expectations:  The classroom is a learning environment. Only behavior that allows the classroom to remain a learning environment is acceptable.

 

ARMA Filing System

Association of Records Managers and Administrators

 

ARMA International is a not-for-profit professional association and the authority on managing records and information – paper and electronic.

The association was established in 1955. Its approximately 11,000 members include records managers, archivists, corporate librarians, imaging specialists, legal professionals, IT managers, consultants, and educators, all of whom work in a wide variety of industries, including government, legal, healthcare, financial services, and petroleum in the United States, Canada, and 30-plus other countries.

 

ALPHABETIC FILING RULES 1 - 2

   
Rule 1 Simple Personal Names
  When filing personal names, divide the name into the following indexing units:
   
  Unit 1  Last name
  Unit 2  First name
  Unit 3  Middle name or initial
   
  Original Names Unit 1 Unit 2 Unit 3 Unit 4
  Candy Ann Moore Moore Candy Ann  
  Kenneth T. Hardy Hardy Kenneth T.  
  Barry Fairfax Fairfax Barry    
   
  After determining the indexing units, alphabetize the names according to Unit 1.  The above group of names would
  be filed in the following order:
   
 

Arranged in alphabetical order

Unit 1 Last Name

Unit 2 First Name

Unit 3 Middle Name or Initial

Unit 4
  1 Fairfax Barry    
  2 Hardy Kenneth T.  
  3 Moore Candy Ann  
   
  If you had two Unit 1's that are exactly alike, Unit 2 will determine which names will be filed first.  If Units 1 and 2 are
  exactly alike, alphabetize according to Unit 3.
   
  Roger Dunlap
  Patricia Dunlap
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Dunlap Patricia    
  2 Dunlap Roger    
   
Rule 2 File Nothing Before Something
  Consider the following names.  Since Orlans is the last name for both persons, look at the first names -- L. and Libby.
  The initial "L" has nothing following it so "L" would be filed before Libby.  (The period following the initial "L" is ignored.)
   
   

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  L. Orlans 1 Orlans L.  
  Libby Orlans 2 Orlans Libby  
   
  Consider the following two similar names.  Which nothing would be filed first?
   
   

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  Robert France 1 France Robert  
  F. Frances 2 Frances F.  
   
 

ALPHABETIC FILING RULES 3 - 7

   
Rule 3 Identical Names
  If people have identical last, first, and middle names, the city, state, street name, and then street address are used
  to determine the filing order.  Consider the following two similar names:
   
  Guerrero Leven

890 Butler Road

Ft. Wayne, Indiana

Guerrero Leven

712 Grazing Drive

Chicago, Illinois

     
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Leven Guerrero Chicago Illinois
  2 Leven Guerrero Ft. Wayne Indiana
   
Rule 4 Seniority Titles
  Seniority titles are used as the last indexing unit in a name.  Seniority titles include Junior, Senior, Jr., Sr., II, and III.
   
  Richard Jefferson, II
  Richard Jefferson, Jr.
  Richard Jefferson, Sr.
   
 

Arranged in alphabetical order

Unit 1

Unit 2

Unit 3 Unit 4
  1 Jefferson Richard II  
  2 Jefferson Richard Jr.  
 

3

Jefferson Richard Sr.  
   
Rule 5 Company Names
  Index the names of companies according to how the names are written on the letterhead.  However, if the company
  name contains a person's first and last name, some organizations use the person's last name as the first unit and the
  first name as the second unit.  The rules in your office may vary when indexing company names.
   
  Olympic Hot Tub Company
  Seattle Super Spas
  Rich White's Spas
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Olympic Hot Tub Company
 

2

Rich White's Spa  
  3 Seattle Super Spas  
   
Rule 6 Abbreviations
  Abbreviations in business names should be spelled in full.
   
 

Abbreviations

Full Spelling

 
 

     Inc.

     Incorporated  
       Co.      Company  
       Ltd.      Limited  
       Mfg.      Manufacturing  
   
Rule 7 Possessives
  If a name is possessive, ignore the apostrophe.
   
  Bert's Automotive Shop Berts Automotive Shop  
  Rich's Spa Richs Spa  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
 

1

Berts Automotive Shop  
  2 Richs Spa    
   
 

ALPHABETIC FILING RULES 8 - 12

   
Rule 8 Personal Titles
  If a name contains a title, disregard it if it is used with a complete name.  Place the title in parentheses at the end.
   
  Dr. Arcida Torafino Torafino Arcida (Dr.)  
  Atty. Jonathan Ashley Jefferson Jefferson Ashley Jonathan (Atty.)  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
 

1

Jefferson Jonathan Ashley (Atty.)  
  2 Torafino Arcida (Dr.)    
   
  If a title is used with an incomplete name, the title is the first indexing unit.
   
  Doctor Phil Doctor Phil  
  Father Malone Father Malone  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Doctor Phil    
  2 Father Malone    
   
Rule 9 Married Women's Names
  A married woman's name is indexed according to her name.
   
  Mrs. Joyce M. Davis Davis  Joyce  M.  
  Mrs. Fred Sikes (Linda) Sikes  Linda  
   
    Unit 1 Unit 2 Unit 3 Unit 4
  1 Davis Joyce M (Mrs.)  
  2 Sikes Linda (Mrs.)    
   
  You may place any courtesy titles such as Mr. or Mrs. in parentheses at the end.
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Davis Joyce M. (Mrs.)  
  2 Sikes Linda (Mrs.)    
  or Sikes Linda (Mrs. Fred)    
   
Rule 10 Hyphenated Names
  A hyphenated name is considered as one indexing unit and the hyphen is ignored.
   
  After-School Plaza AfterSchool Plaza  
  James Stone-Albert StoneAlbert James  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 AfterSchool Plaza    
  2 StoneAlbert James    
   
Rule 11 Directions
  If a business name contains a directional word that may be written as one or two words, index it as one word.
   
  North West Foods Northwest  Foods  
  Southwest Service Center Southwest  Service  Center  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 NorthWest Foods    
  2 Southwest Service Center  
   
Rule 12 Parts of Geographic Names
  Each part of a geographic name is treated as a separate indexing unit.
  Exception:  If the name is hyphenated, treat is as one unit.
   
  Los Angeles Times Los Angeles Times  
  St. Louis Bottlers Saint Louis Bottlers  
  U.S. Data Consultants U. S. Data       Consultant
  North Dakota Mining North Dakota Mining  
  Wilkes-Barre Center WilkesBarre Center    
   
  It is common to spell out Saint.
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Los Angeles Times  
  2 North Dakota Mining  
  3 Saint Louis Bottlers  
  4 U. S. Data Consultant
  5 WilkesBarre Center    
   
 

ALPHABETIC FILING RULES 13 - 15

   
Rule 13 Minor Words
  Do not consider minor words as indexing units.  These words are placed in parentheses at the end of the indexing
  units.  Examples:  the, and, for, &.
   
  The Petal Place Petal (The) Place  
  The Select Group Select (The) Group  
  Chubby & Tubby Chubby(&) Tubby  
  The Edgewater Edgewater (The)    
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 Chubby (&) Tubby  
  2 Edgewater (The)    
  3 Petal (The) Place  
  4 Select (The) Group  
   
Rule 14 Prefixes
  If a name begins with a prefix consider the prefix and the word as one unit.
  Examples:  de,  le,  l',  el,  la,  las,  mac,  mc,  and  o'.
   
  Jose DeSardo DeSardo Jose  
  Pierre La Piana La Piana Pierre  
  Jon Van de Camp Van de Camp Jon  
  Fred Van de Vusse Van de Vusse Fred  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 DeSardo Jose  
  2 La Piana Pierre  
  3 Van de Camp Jon  
  4 Van de Vusse Fred  
   
Rule 15 Numbers
  Business names with numbers are divided into indexing units as written.  If the number is spelled out, index it spelled
  out in alphabetical order.  Numbers in digit form are considered one unit and written in digit form.  Business names in
  digit form are filed in numerical order before alphabetical names are filed.
   
  24 Hour Shop 24 Hour Shop
  500 Lounge 500 Lounge  
  The 318 Tavern 318 (The) Tavern  
  Two Bells Two Bells  
  Biglerville 2000 Club Biglerville 2000 Club
  Biglerville 5000 Club Biglerville 5000 Club
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 24 Hour Shop
  2 318 (The) Tavern  
  3 500 Lounge  
  4 Biglerville 2000 Club
  5 Biglerville 5000 Club
  6 Two Bells  
   
 

ALPHABETIC FILING RULES 16 - 18

   
Rule 16 Banks
  Index according to the most important word.
   
  Savings Bank of Roanoke Roanoke Savings Bank(of)
  Maryland Federal Bank Maryland Federal Bank
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 Maryland Federal Bank
  2 Roanoke Savings Bank (of)
   
Rule 17 Radio and Television Stations
  Method 1:
  Radio and TV stations are indexed as though the call letters were one word.
   
  KING  FM KING FM  
  KIRO  AM KIRO AM  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 KING FM  
  2 KIRO AM  
  Method 2:
  Some companies use the words Radio or Television as the first indexing unit.
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3
  1 Radio KING FM
  2 Radio KIRO AM
   
Rule 18 School Names
  A school name is indexed in the order written.
   
  Northwest Montessori School Northwest Montessori School  
  Hillside Student Community School Hillside Student Community School
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Hillside Student Community School
  2 Northwest Montessori School  
   
  The words College, University, School are never used as the first unit.
   
  University of Washington Washington University (of)  
  Seattle University Seattle University  
   
 

Arranged in alphabetical order

Unit 1

Unit 2

Unit 3

  1 Seattle University  
  2 Washington University (of)  
   
  In cases where the school name contains a person's first name and last name, the last name is the first indexing
  unit.
   
  Paul Mitchell Endorsed Academy of Cosmetology
  Watson Groen Christian School
  Arthur Sloan School of Management
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4 Unit 5
  1 Groen Watson Christian School  
  2 Mitchell Paul Endorsed Cosmetology Academy (of)
  3 Sloan Arthur Management School (of)  
   
 

ALPHABETIC FILING RULES 19 - 23

   
Rule 19 Churches and Synagogues
  When indexing churches and synagogues, the first unit is the word that identifies the organization.
   
  Church of Hope Hope Church (of)    
  St. John's Church Saint Johns Church  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Hope Church (of)    
  2 Saint Johns Church  
   
  It is common to spell out Saint.
   
Rule20 Organizations
  Use the most distinctive word of the organizational title as the first indexing unit.
   
  London Association of Broadcasting Broadcasting London Association (of)  
  American Teachers' Association Teachers' American Association  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Broadcasting London Association (of)  
  2 Teachers American Association  
   
Rule 21 Newspapers and Magazines
  Newspapers should be filed with the name of the city as the first indexing unit.  If the name of the newspaper
  does not begin with the city name, place the city name first, followed by the name of the newspaper.
   
  The Seattle Times Seattle (The) Times    
  Daily News Toledo Daily News  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Seattle (The) Times    
  2 Toledo Daily News  
   
  Magazines are indexed in the order in which the names appear.
   
  Time Magazine Time Magazine    
  Journal of Accountancy Journal (of) Accountancy    
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4
  1 Journal (of) Accountancy    
  2 Time Magazine    
   
   
Rule 22 United States Government (USG) Agencies
   
  Patent & Trademark Office, United States Government USG Patent (&) Trademark Office  
  Department of Justice, United States Government USG Justice Department (of)    
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4 Unit 5 Unit 6
  1 USG Justice Department (of)      
  2 USG Patent (&) Trademark Office    
   
Rule 23 Political Subdivisions
  Index political subdivisions by the name of the state, county, or city.  Then index them by the name of the
  department or division, using the most important word first.
   
  Idaho Department of Parks Idaho Parks Department (of)  
  Board of Education, Houston Houston Education Board (of)  
   
 

Arranged in alphabetical order

Unit 1 Unit 2 Unit 3 Unit 4 Unit 5 Unit 6
  1 Houston Education Board (of)      
  2 Idaho Parks Department (of)      
 

 

Name_________________________Date:__________________Score: ___________

 

Chapter 1 : A Changing Profession

Review Questions #1

 

1. What does it mean to say that all office workers must be computer-literate?

 

 

 

 

 

 

 

 

2. In what ways do you think the office professional can be a change agent?

 

 

 

 

 

 

 

 

3. Do you agree or disagree that the office professional is regarded as a professional? Explain your answer.

 

 

 

 

 

 

 

 

 

4. Would you rather be a generalist or a specialist office professional? Why?

 

 

 

 

 

 

 

 

 

 

 

5. It is said that the office is an exciting place in which to work. Do you agree or disagree with this belief? Explain your answer.

 

 

 

 

 

 

 

6. Should an office professional continue to sharpen his or her basic skills (reading, writing, and math)? Why or why not?

 

 

 

 

 

 

 

 

7. Why is it important for an office professional to continue to learn while on the job?

 

 

 

 

 

 

 

 

 

8. Why did you decide to prepare for a career as an office professional? Explain.

 

 

 

 

 

 

 

 

 

Name_________________________Date:__________________Score: ___________

 

Chapter 2: Skills and Background for Your Career

Review Questions #2

1. List the principal skills required for nearly all office professionals, and explain what qualities would make each skill outstanding.

 

 

 

 

 

 

2. What is the objective of all filing systems?

 

 

 

 

 

 

3. What activities in an office require good math skills?

 

 

 

 

 

 

4. Explain why writing skills are necessary for office workers.

 

 

 

 

 

 

5. State the primary goals of management, and explain why it is important for office professionals to understand them.

 

 

 

 

 

 

 

 

6. What are some ways office professionals can stay current with trends in their profession and industry?

 

 

 

 

 

 

7. What aspects of a person’s appearance are important in office work and why?

 

 

 

 

 

 

8. What aspects of personality are important in office work and why?

 

 

 

 

 

 

9. How can office professional look for ways to improve productivity?

 

 

 

 

 

 

(a) What are the benefits of being willing to learn and adapt to change?

 

 

 

 

 

 

(b) Why is it important to continue to learn in an educational environment?

 

 

 

 

 

 

 

 

Name_________________________Date:__________________Score: ___________

 

Chapter 12: Records Management

Review Questions #3

1. What is the objective of every filing system, whether it is a simple card file or a giant computer information system?

 

 

 

 

 

 

2. Define each of the four (4) basic filing methods, and give an example of when each might be the most advantageous.

 

 

 

 

 

 

3. For what purposes might a reading file be kept? a tickler file?

 

 

 

 

 

 

4. What is cross-referencing, and when should it be used?

 

 

 

 

 

 

5. List and define the five (5) steps in the filing process.

 

 

 

 

 

 

 

 

6. What possible errors should be checked when searching for a lost file or document?

 

 

 

 

 

 

7. What is the purpose of each of the following?

Primary and secondary guides

_________________________________________________________________________

Pocket folders

_________________________________________________________________________

Open-shelf files

_________________________________________________________________________

Visible index files

_________________________________________________________________________

 

8. Describe several different kinds of microforms.

 

 

 

 

 

 

9. What are some advantages and disadvantages of micrographic storage systems?

 

 

 

 

 

 

 

10. What are some primary considerations for establishing a filing system on electronic media such as floppy disks, hard disks, and compact discs?

 

 

 

 

 

 

 

 

 

 

 

SyllabusChapter 1Chapter 2Chapter 12Filing MethodsTypes of FilesVocabularyReview QuestionsPopQuizzes

ScheduleFiling ProcessFiling Rules 1 - 2Rules 3-7Rules 8 - 12Rules 13 - 15Rules 16 - 18Rules 19 - 23Bottom