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Alphabetizing suggestions

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Question: We are discussing how to alphabetize our file folders, and our problem is twofold:  First, some people are good about putting files away as soon as they’re done with them; others just toss them anywhere until it becomes an all-day project for someone (usually one of the two administrative assistants in the office).

Second, not everyone agrees on “rules” to follow. Should “The John Smith Company” be filed under “J” or “S”?  We’re a fairly small office (20 total) that has grown significantly over the past few years. When there were fewer people, everyone knew that if you needed to find the “XYZ Corporation’s” folder, it might be under “Bob Jones,” because he owned it!!  We’re trying to convince people that newbies can’t be expected to know that.

Any help or ideas would be appreciated.  -- MK, Massachusetts


You should always alphabetize a c...(register to read more)

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{ 2 comments… read them below or add one }

Jan June 7, 2012 at 4:17 pm

Way back when I was in college, I was required to take a course on records management. We were instructed to file documents according to the company’s legal name. In your example, THE JOHN SMITH COMPANY would be filed under “J” because the word “THE” is placed at the end of the name when filing (i.e., JOHN SMITH COMPANY, THE). Same thing goes for physicians. If the practice’s legal name is just the person’s name, i.e., Dr. LEONARD GOODE, M.D., then the files would be under “G”. However, if the company’s legal name was LEONARD GOODE AND ASSOCIATES, or something like THE LEONARD GOODE MEDICAL ASSOCIATES, then the files would go under “L”.


ugg December 17, 2009 at 9:17 pm

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