September 1, 2021 Release v1.0 Secondary/Post-secondary Style & Reference Manual | Page 30
Rules for Alphabetic Filing (ARMA)
The following seven rules provide consistency in simplified filing.
1. Each filing unit in a filing segment is to be considered. This includes prepositions, conjunctions, and
articles. The only exception is when the word The is the first filing unit in a filing segment. In this case,
The is the last filing unit. Spell out all symbols (e.g., &, $, #) and file alphabetically.
2. Alphabetize by arranging files unit-by-unit and letter-by-letter within each unit.
3. File “nothing before something.” File single unit filing segments before multiple unit filing segments.
4. Ignore all punctuation when alphabetizing. This includes periods, commas, dashes, hyphens,
apostrophes, etc. Hyphenated words are considered one unit.
5. Arabic and Roman numbers are filed sequentially before alphabetical characters. All Arabic numerals
precede all Roman numerals.
6. Acronyms, abbreviations, and radio and television station call letters are filed as one unit.
7. File under the most commonly used name or title. Cross-reference under other names or titles, which
might be used in an information request.
Personal Names
1. Simple Personal Names
Use the last name (surname) as the first filing unit. The first name or initial is the second filing unit.
Subsequent names or initials are filed as successive units.
2. Personal Names with Prefixes
Surnames that include a prefix are filed as one unit whether the prefix is followed by a space or not.
Examples of prefixes are: D’, Da, De, Del, De la, Della, Den., Des, Di, Du, El, Fitz, L’, La, Las, Le,
Les, Lo, Los, M, Mac, Mc, O’, Saint, St., Ste., Te, Ten, Ter, Van, Van de, Van der, Von, Von der.
3. Personal Names with Personal and Professional Titles and Suffixes
Suffixes are not used as filing units except when needed to distinguish between two or more identical
names. When needed, a suffix is the last filing unit and is filed as written, ignoring punctuation.
Examples of suffixes are: Jr., III.
4. Personal Names which are Hyphenated
Ignore the hyphen and file the two words as one unit.
5. Pseudonyms and Royal and Religious Titles
Pseudonyms are filed as written. Personal names that start with a royal or religious title and are
followed by only a given name(s) are filed as written.
6. Foreign Personal Names
If the surname is identifiable, file the name as any other personal name is filed. If there is a question
about the surname, use the last name as the first filing unit and make a cross-reference from the first
name.