There are different filing systems and each system has rules, e.g., if you are writing a bibliography, you would use the rules listed for the style manual you are using, e.g., “MLA Handbook for Writers of Research Papers,” Sixth Edition, c2003; or if you are an office manager and putting files in a file cabinet you may use the “Merriam Webster’s Secretarial Handbook” 3rd. ed., 1993.

Here are rules for filing from:

“The Merriam Webster’s Secretarial Handbook”, 3rd ed., 1993. pp. 447-448 gives the following rules:

1. Alphabetize the names of individuals by surname + given name OR initial + middle name or initial.

Jones, M. Arthur

Jones, Mary Ann

2. Alphabetize letter by letter to the end of the surname, then the given names and initials.

Morison, John A.

Morison, John Thomas

Morrison, John Andrew

3. Treat hyphenated or compound names as one word.

4. Disregard titles such as Dr., Mrs., Captain, or Senator when alphabetizing. However, these designations may be included to provide additional identifying information.

Nyhus, Lloyd (Dr.)

Smith, Walter (Senator)

5. Treat religious titles (such as Reverend and Sister) similarly. However, if only one unit of the name is known (Father Smith, Sister Mary) the religious title becomes an indexing unit.

6. Alphabetize abbreviated elements (such as St.) as if they were spelled out (Saint).

7. Disregard designations such as Jr., Sr., or 2nd in filing.

Smith, John T. (Sr.)

Smith, John Thomas (Jr.)

8. Use the legal signature of a married woman when filing. Her husband’s name may be cross-referenced if desired.

Poulet, Marie Anne (Mrs. Paul Poulet)

9. File “nothing” before “something” if initials are used for a given name.

Peters, J.

Peters, J.G.

Peters, John

10. Arrage surnames having the prefixes de, La, and Mac just as they are spelled.

MacDougal, John

Mbasdeken, John

McDover, Mary

11. If you are uncertain which name is the surname, file under the last name given and provide a cross-reference for any other possible surname.

Hop, Chin Sing [with cross-references at Chin and Sing]

For more information on alphabetizing, contact your local public library and ask for a library professional at the Reference (Information) desk.

I hope this information helps.

Here there be dragons

MLS, Reference Department Manager

Grandview Heights Public Library

Columbus OH 43212

KnowItNow service Ohio