File Retrieval Rules

The company's affairs are different, generated and received.

Two. Common methods of indexing

We can index by personal name, or index by enterprise name, or index by government or political faction.

No matter which method is adopted, we should pay attention to the same principle: determine the most important classification standard and take it as a basis for fundamental division.

(1) index by personal name.

The index of names is a retrieval tool that reveals the characters involved in the archives and indicates the source of the files.

With the help of the index of names, the user can find the material that records a character.

In the name, the surname is the most important part, and the name can be regarded as the second important part.

If a celebrity has a nickname, it should be followed by this nickname.

There are some titles that can not be placed behind the name, consisting of several important parts. When indexing, they should be arranged according to the order of their titles.

General titles and grades are not filed unless they are essential identities or gender differences, or the essential titles and ranks of marital status or numeric order.

(two) index according to the name of enterprises and institutions.

When we compile the index of enterprises and institutions, we should not only abide by the above rules, but also pay attention to:

1. in a company name consisting of an independent full name, the name is reversed, and the word that appears in front is "surname".

For example, in the name of Ted Corvair, Corvair is the first part, and Wed is the second part of Inc..

If a company does not use the full name, index it in the usual order.

2. if the company's name is Corvair Construction Company, the name appearing in the file is the original name.

3. if a company has two different names, it will be indexed according to the most commonly used name, and the other name will be registered in the cross reference item.

4. when you find a compound word or use the name of the connection number, you can think of it as a whole.

Similarly, the newly created words can be regarded as a whole.

{page_break}

5. for compound geographic terms, such as Los Alamos, Los is regarded as the first part when archiving, and Alamos is regarded as the second part.

6. in the compilation of index names that contain locality words as important components, for example, Northwestern Life Insurance Company, each locality word should be separated when archiving, that is, North as the first part and Western as the second part.

7. for radio and television stations, the names of individual letters should also be separated and processed into separate parts.

In some companies, the names contain a number of symbols in the form of numbers. Such names are placed at the beginning of the entire volume when archiving.

If the codes are all written, these codes should be retained and filed in alphabetical order.

8. the name of a foreign commercial firm and the title contained in its name are usually filed according to their normal writing unless some of them are identifiable, such as surnames or full names. In this case, they can be dealt with in a similar part to the English name.

(three) index based on government and political names.

When indexing government letters, the most important words should be extracted first.

First, according to the state, and then according to the name of departments, bureaus or committees.

If it is a province or a city, the same method should be used. After province or city, the corresponding departments, bureaus or other smaller organizations in this level of government should be named.

The military facilities should be placed under the large volume of the state, and then placed under the small name of the facility.

The overall processing principle of indexing can serve as an important reference for developing our own index in our work, but a secretary is familiar with the special index method that can be applied to his company first.

The document manager should introduce to the secretary the guiding ideology that has been established in the past department and applied to all important indexing methods.

However, in any case, the secretary should always follow these guidelines, minimize the misplacement or loss of documents, and make sure that the documents need to be extracted promptly.