Physical files use the following supplies for this
storage method:
1.
Numbered guides and folders for the numeric file
2.
Alphabetic guides and folders for the general alphabetic file
3.
Database software (or a lined book) for an accession log

4.
Database or word processing software for an alphabetic index
Numbered Guides and Folders
Figure 9.1
shows a file drawer of consecutively numbered individual file folders in a straight-line arrangement. Primary guides, numbered 250 and 260, divide the drawer into easy-tofind numeric segments. Consecutively numbered individual folders
250 through 259 are placed behind a corresponding guide number for Section 250.
Figure 9.1Consecutive Numbering Arrangement
1.
© 2016 Cengage Learning®
Misfiles resulting in lost records or slow retrieval are usually a result of:

have: a. Although records and information management programs vary, such programs generally a management problem. b. a. well-defined goals that are understood by all workers. insufficient filing procedures. c. a complex organizational plan. inefficient use of space. c. d. b. site coordinators in each department. improper use of equipment. d.
All of the answers are correct.
Put the following names in correct alphabetic indexing order:
(1) Inter-Continental Publishing Co.
(2) Internet Services
(3) Iron Man Gym
(4) I_Can_Do_It! Weight Loss
You are sorting paper records and see that two people have the same name. What is the next item to determine the correct order? a.
Street name b.
City c.
State d.

ZIP Code
8. Street names written as digits (i.e., 22nd Avenue) are: a. filed before street names written as words. b. filed after street names written as words.
9. When keying the name The Record Guru in a database, the word The: a. is disregarded. b. is keyed as the first word.
10. When a computer sorts data, it: a. reads each character as an alphabetic letter. b. reads each character as a value in the character code.
Put the following names in the correct alphabetic filing order:
(1) Father Stephen Grazinski
(2) Grandfather Ben's Bakery
(3) Judy Stander, CPA
(4) Mr. Judson Stander, CRM b 2, 1, 4, 3

5
Put the following names in correct alphabetic indexing order:
(1) Inter-Continental Publishing Co.
(2) Internet Services
(3) Iron Man Gym
(4) I_Can_Do_It! Weight Loss c. 4, 1, 2, 3
Which of the following names would come first in correct alphabetic filing order? a.
Sister Joy Wheland b.
Sonya Beth Sills