Deck 3: Alphabetic Indexing Rules 1-4

Question 1

When indexing names for an alphabetic filing system, a good rule to remember is: "Nothing comes before something."

Answer 1

True

Question 2

In the filing segment Lane Avery Simmons, the key unit is Lane.

Answer 2

False

Question 3

Sorting is the act of arranging records in the sequence by which they are to be stored.

Answer 3

True

Question 4

The alphabetic filing method is the least common method of storing records.

Question 5

The main reason for filing is to retrieve information.

Question 6

In an alphabetic filing system, Wm. A. Robertson is filed before William A. Robertson.

Question 7

Because everyone knows the alphabet, alphabetic rules for filing are unnecessary.

Question 8

In an alphabetic filing system, Gary Woolfe Bakery would be filed after Gary N. Woolfe.

Question 9

The set of indexing rules for an office should be written down and followed consistently.

Question 10

In an alphabetic filing system, #1 Auto Repair is filed before Numbers Solutions, Inc. ​

Question 11

If determining the surname is difficult, use the last name written as the surname. ​

Question 12

Articles, prepositions, and conjunctions are considered separate indexing units.

Question 13

In an alphabetic filing system, business names containing personal names are indexed with the last name as the key unit.

Question 14

All punctuation is disregarded when indexing personal and business names.

Question 15

When indexing names for an alphabetic filing system, symbols are spelled out in full.

Question 16

In an alphabetic filing system, single letters in business and organization names are indexed as written.

Question 17

Coding is the act of assigning a file designation to records as they are classified.

Question 18

The key unit in The Stinking Onion Restaurant is "Stinking."

Question 19

Indexing is the mental process of determining the filing segment by which a record is to be stored and the placing or listing of items in an order that follows a particular system. ​

Question 20

In an alphabetic filing system, Susan Stoller is filed after Suzanne A. Stoller.

Question 21

What is the correct filing order for the following four names?
(1)Eliz. Gordon
(2)Eliza Gordon
(3)Elizabeth Gordin
(4)Liz Gordan

A)4, 1, 3, 2
B)4, 1, 2, 3
C)4, 3, 1, 2
D)4, 2, 3, 1

Question 22

Cross-references for personal names are needed when

A)determining the surname is difficult.
B)the surname is hyphenated.
C)the person has alternate names.
D)All of the above

Question 23

What is the correct order for completing these three steps for an alphabetic filing system? ​

A)indexing, coding, sorting
B)sorting, coding, indexing
C)coding, indexing, sorting
D)coding, sorting, indexing

Question 24

When indexing names for an alphabetic filing system, abbreviations of personal names and nicknames are

A)spelled out.
B)spelled out and capitalized.
C)ignored.
D)indexed as written.

Question 25

Written rules are required for filing because ​

A)procedures for storing records alphabetically vary among organizations.
B)without written rules for storing records alphabetically, procedures will vary with time.
C)unless those who maintain the records are consistent in following storage procedures, locating records will be difficult.
D)All of the above

Question 26

How many cross-references are needed for a business with four surnames?

A)​0
B)​1
C)​2
D)​3
E)​4

Question 27

Cross-references should be prepared for personal names when the names are

A)unusual names, hyphenated surnames, alternate names, or similar names.
B)unusual names, hyphenated surnames, or long names.
C)usual names, hyphenated surnames, alternate names, or similar names.
D)All of the above

Question 28

What is the correct filing order for the following four names?
(1)Dudley Wood Finishing
(2)D A B Computers, Inc.
(3)Dudette Contractors
(4)Roberta D. Dudley

A)3, 1, 4, 2
B)2, 3, 1, 4
C)2, 1, 4, 3
D)2, 3, 4, 1

Question 29

When indexing names for filing in an alphabetic system, symbols such as #, $, and % are ​

A)ignored.
B)considered as spelled out.
C)never the key indexing unit.
D)always the key indexing unit.

Question 30

What is the correct filing order for the following four names?
(1)Take-and-Bake Pizza
(2)Tacoma Fabrications, Inc.
(3)The Taco House
(4)Sharlene Takas

A)3, 2, 4, 1
B)3, 1, 2, 4
C)3, 2, 1, 4
D)3, 4, 2, 1

Question 31

What is the correct filing order for the following four names?
(1)Interstate Roofing Company
(2)ICU Computers, Inc.
(3)Investigations by Sandusky
(4)Roberta D. Ingalls ​

A)2, 1, 4, 3
B)2, 4, 1, 3
C)1, 2, 4, 3
D)2, 3, 1, 4

Question 32

What is the correct filing order for the following four names?
(1)Edgar Evans Boats
(2)Edgar's Automotive Sales
(3)Edgar C. Evans
(4)Edgar Conner Evans ​

A)1, 2, 4, 3
B)1, 2, 3, 4
C)1, 3, 4, 2
D)1, 3, 2, 4

Question 33

What is the correct filing order for the following four names?
(1)Nancy Bakker
(2)Chris Bakken
(3)A. Karl Baker
(4)Sanjay Bakshi

A)3, 2, 1, 4
B)2, 3, 1, 4
C)3, 2, 4, 1
D)2, 3, 1, 4

Question 34

What is the correct filing order for the following four names?
(1)Laura Huff
(2)Laura Hoff
(3)Lara Huff
(4)Laura Ann Huff ​

A)2, 4, 3, 1
B)2, 4, 1, 3
C)2, 3, 1, 4
D)2, 1, 3, 4

Question 35

For the filing segment, Ayman Abou-Sada ​

A)the key unit is Abou-Sada.
B)there are three units.
C)a cross-reference should be prepared.
D)Both a and c

Question 36

For which of the following names should a cross-reference be prepared? ​

A)Huyan Nguyen
B)Nathan Nguyen
C)Kimberly Nguyen
D)Patricia Nguyen

Question 37

When indexing the filing segment, L & S Engineering Co., ​

A)"Company" should be spelled out.
B)S is the second unit.
C)L is the key unit.
D)Engineering is the third unit.

Question 38

In the filing segment, R K T Electric Company,

A)four indexing units are used.
B)RKT is the key unit.
C)R is the key unit.
D)Electric is the third unit.

Question 39

The best source for determining a business name is usually found

A)on the company website.
B)in the letter address.
C)in the letterhead.
D)None of the above

Question 40

A cross-reference is prepared for Miranda Anderson-Bates because

A)she may use an alternate name.
B)the last name is hyphenated.
C)there are three indexing units.
D)Both a and b