How to Alphabetize Company Names in a File

A briefcase with files and papers inside.

Files need to be organized so that you can quickly find what you're looking for. Files are typically organized by name; however, company titles can pose some questions when trying to figure out where to alphabetize it. Names that begin with the word "The" don't necessarily go in the "T" section, and those with an individuals name in the title aren't always straightforward with the first letter as well. The minor rules make it necessary to develop a system for alphabetizing company files.

Things You'll Need

• File folders
• Storage box, bin or file cabinet
• Organizing file tabs
• Cros- reference notepad or file

Instructions

1. Remove all the files from the box, drawer or other container, so you are left with an empty bin to reorganize.

2. Insert letter-organzing file sheets or tabs that identify what letter of the alphabet the following files pertain to. The tabs can be attached to the outer file of the section.

3. Clear a large work space where you will be able to make 26 piles (one for each letter of the alphabet). Pull the folders file by file and read the name of the company. If a person's name is in the title of the business then file according to the last name. If there are multiple last names like that of many law firms, alphabetize based on the last name of the first partner listed or first name listed in the business title. Business that work under an acronym should be identified and filed by their proper (full) name.

4. Sort all the files and place in their respective stacks according to first letter the business will be filed under. Take each pile one at a time and sort through these to put the files in order amongst themselves. Repeat for all the files.

5. Place the files in the box based on alphabetization. Create a cross index of files so you can find a company by its full, proper name as well as by the acronym or partners' names. To do this first create an Excel spreadsheet with two columns. In the first column, write the name of the company and in the second column, type what the file is organized under. As you organize the files, type the name of the company into the spreadsheet. So if the company title has multiple names, such as a full name and acronym, then type all these into the first column and in the second column type what it was actually filed under.

References

• Business Management Daily: Alphabetizing Suggestions