Browse Tag: alphabetic filing

Rules in Alphabetic Filing Part 3

This the third post in the Alphabetic Filing series. In this post, we are going to discuss the rules when confusion arises in distinguishing first names and last names.

Rule 3

When it is impossible to distinguish which is the first name or the last name, or if there is confusion in the arrangement of the names, file in alphabetically as written. Consider the following examples.

Carlo Bernardo
Jose Mario
Guillermo Mateo
Rosario Leopoldo
Magno Roberto

In the listed names above, it is difficult to distinguish what which are the first names and the surnames. Therefore, we can assume that the second names are the surnames. Thus, when they are alphabetized, they are arranged as follows.

Bernardo, Carlo
Leopoldo, Rosario
Mario, Jose
Mateo, Guillermo
Roberto, Magno

Exercise 1

Leon Rodrigo
Bianca Victoria
Nicolas Romeo
Benedicto Pedro
Jaime Lee

Exercise 2

Marcos Angelo
Felix Patricio
Alberto Rico
Jericho Rodolfo
Camille Maria

Exercise 3

Jorge Enrique
Luis Nico
Angela Gabriella
Daniel Magnus
Jeffrey Lester

Answer to Exercise 1

Lee, Jaime
Pedro, Benedicto
Rodrigo, Leon
Romeo, Nicolas
Victoria, Bianca

Answer to Exercise 2

Angelo, Marcos
Maria, Camille
Patricio, Felix
Rico, Alberto
Rodolfo, Jericho

Answer to Exercise 3

Enrique, Jorge
Gabriella, Angela
Lester, Jeffrey
Magnus, Daniel
Nico, Luis

That’s it for the third rule in alphabetizing. In the next post, we will learn how to file compound and hyphenated names.

Rules in Alphabetic Filing Part 2

In the first part of this series, we have learned the most basic rules in alphabetizing. In this post, we are going to learn the second rule.

Rule 2

Surnames that prefixes or those which are two or more words are filed as one word. Here are some examples.

dela Cruz is filed as delaCruz
del Rosario is filed as delRosario
Sta. Ana is filed as StaAna
D’Genoa is filed as DGeno
Santa Cruz is filed as Santa Ana

Example

Consider the following names to be arranged in alphabetical order.

Sherwin C. dela Cruz
Jaime L. Sta Ana
Fanny F. del Rosario
Karen H. Santa Ana
Ricardo L. D’Genoa

Using Rule 1 from the first part of the series, we arrange the names in the following order: Surname, First Name, M.I.

dela Cruz, Sherwin C.
Sta Ana, Jaime L.
del Rosario, Fanny F.
Santa Ana, Karen H.
D’Genoa, Ricardo L.

Now, alphabetizing the list above, we have the following which is the correct answer.

dela Cruz, Sherwin C.
del Rosario, Fanny F.
D’Genoa, Ricardo L.
Santa Ana, Karen H.
Sta Ana, Jaime L.

As we can see, dela in del Cruz comes before delR in del Rosario. And Santa in Santa Ana comes before Sta in Sta Ana. Now that you have learned the rules, here are some exercises.

Exercise 1: Alphabetize the following names.

May Rose L. de la Vega
Mylene S. del Rosario
Albert M. San Pedro
James H. de los Santos
Camille F. de Asis

Exercise 2: Alphabetize the following names.

Alvin Pedroso de Guzman
Karen Lamsin de la Rosa
Simon Ortega del Rosario
Assi Tan San Juan
Reynante Castillo de Goya

Exercise 3: Alphabetize the following names.

Alena M. del Prado
Catherine S. dela Pena
Vivian S. Coronado
Michelle R. de Balboa
Akeisha M. San Agustin

The following are the correct answer to Exercises 1, 2, and 3 above.

Answer to Exercise 1

de Asis, Camille F.
de la Vega, May Rose L.
de los Santos, James H.
del Rosario, Mylene S.
San Pedro, Albert M.

Answer to Exercises 2

de Goya, Reynante Castillo
de Guzman, Alvin Pedroso
de la Rosa, Karen Lamsin
del Rosario, Simon Ortega
San Juan, Assi Tan

Answer to Exercises 3

Coronado, Vivian S.
de Balboa, Michelle R.
dela Pena, Catherine S.
del Prado, Alena M.
San Agustin, Akeisha M.

That’s it for the second rule in alphabetizing. In the next post, we will learn more about alphabetizing.