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Records Management Chapter 3 Alphabetic Indexing Rules 6– 10 7 th Edition Read-Smith, Ginn Records Management Chapter 3 Alphabetic Indexing Rules 6– 10 7 th Edition Read-Smith, Ginn © 2002 South-Western Educational Publishing

Indexing Rule 6 q Prefixes (articles and particles) indexed as written § Disregard spaces Indexing Rule 6 q Prefixes (articles and particles) indexed as written § Disregard spaces § Index as one unit Gary Del Carrpio 2 DELCARRPIO / GARY Van der Hoff Seed Company 2 3 VANDERHOFF / SEED / COMPANY © 2002 South-Western Educational Publishing

Indexing Rule 7 q Numbers in business names § Spelled-out numbers filed alphabetically § Indexing Rule 7 q Numbers in business names § Spelled-out numbers filed alphabetically § Numbers written in digits filed in ascending order § Arabic numerals filed before Roman numerals § Inclusive numbers filed by first digit(s) © 2002 South-Western Educational Publishing

Indexing Rule 7 q Examples Key Unit 7 21 FIFTH I 80 ONE SIXTYSIX Indexing Rule 7 q Examples Key Unit 7 21 FIFTH I 80 ONE SIXTYSIX Unit 2 DAY CENTURY STREET TOWING MAIN AUTO Unit 3 FOOD GRAPHICS DINER INC PLACE CLUB Unit 4 MART © 2002 South-Western Educational Publishing

Indexing Rule 8 q Organizations and institutions § Indexed as written § Use name Indexing Rule 8 q Organizations and institutions § Indexed as written § Use name from letterhead 1 st Christian Church 2 3 1 / CHRISTIAN / CHURCH The Homeless Shelter 2 3 HOMELESS / SHELTER / THE JFK High School 2 3 JFK / HIGH / SCHOOL First Farmers’ Bank 2 3 FIRST / FARMERS / BANK © 2002 South-Western Educational Publishing

Indexing Rule 9 q Identical names—filing order determined by § § City State or Indexing Rule 9 q Identical names—filing order determined by § § City State or province Street names House or building numbers © 2002 South-Western Educational Publishing

Indexing Rule 9 q Examples Key Unit MOMS MOMS Unit 2 DINER DINER Unit Indexing Rule 9 q Examples Key Unit MOMS MOMS Unit 2 DINER DINER Unit 3 ALBANY CUSTER Unit 4 KY NY KY KY KY Unit 5 Unit 6 Unit 7 APPLE RD SOUTH AVE 56 193 © 2002 South-Western Educational Publishing

Indexing Rule 10 q Government names indexed by § Name of the governmental unit Indexing Rule 10 q Government names indexed by § Name of the governmental unit § Followed by distinctive name of department, bureau, office, or board © 2002 South-Western Educational Publishing

Indexing Rule 10 q Federal government names § United States Government first three units Indexing Rule 10 q Federal government names § United States Government first three units § Office of, Department of, etc. separate indexing units Bureau of Prisons, Justice Department 2 3 UNITED / STATES / GOVERNMENT 4 5 6 7 8 JUSTICE / DEPARTMENT / PRISONS / BUREAU / OF © 2002 South-Western Educational Publishing

Indexing Rule 10 q State and local government names § First indexing units names Indexing Rule 10 q State and local government names § First indexing units names of state, province, county, city, town, etc. § Followed by most distinctive name of board, department, office, etc. Dept. of Public Safety, Phoenix, AZ 2 3 4 5 ARIZONA / PUBLIC / SAFETY / DEPT / OF © 2002 South-Western Educational Publishing

Indexing Rule 10 q Foreign government names § English translation used for indexing records Indexing Rule 10 q Foreign government names § English translation used for indexing records § Begin with most distinctive name followed by branches, departments, divisions, etc. Bundesrepublick Deutschland 2 3 4 GERMANY / FEDERAL / REPUBLIC / OF © 2002 South-Western Educational Publishing

Cross-Reference q Shows alternate name for a record q Shows the location of the Cross-Reference q Shows alternate name for a record q Shows the location of the record Card Record LITTLE GREETINGS Little Greetings A Division of Card Shop 836 Elm Street Iowa City, IA 52245 -0350 Cross-reference 309 CARD SHOP 309 X SEE LITTLE GREETINGS © 2002 South-Western Educational Publishing

Cross-Reference q Prepare cross-references for § Divisions and subsidiaries Card Record Cross-reference WEST ONE Cross-Reference q Prepare cross-references for § Divisions and subsidiaries Card Record Cross-reference WEST ONE BANK 306 West One Bank A Division of US Bancorp 489 Maple Ave. Iowa City, IA 52245 -0350 US BANCORP 306 X SEE WEST ONE BANK © 2002 South-Western Educational Publishing

Cross-Reference q Prepare cross-references for § Changed names Card Record CARPET BARN THE The Cross-Reference q Prepare cross-references for § Changed names Card Record CARPET BARN THE The Carpet Barn 983 Russell Road Lexington, KY 40536 -0084 (Formerly named Floors to Go) 406 Cross-reference FLOORS TO GO 406 X SEE CARPET BARN THE © 2002 South-Western Educational Publishing

Cross-Reference q Prepare cross-references for § Similar names Card Record NORTHWEST LUMBER CO 506 Cross-Reference q Prepare cross-references for § Similar names Card Record NORTHWEST LUMBER CO 506 Northwest Lumber Co. 350 Highway 90 Tipton, IN 46072 -0350 Cross-reference NORTH WEST 506 X SEE ALSO NORTHWEST © 2002 South-Western Educational Publishing

Cross-Reference q Prepare cross-references for § Foreign business names Card Record K LINE K Cross-Reference q Prepare cross-references for § Foreign business names Card Record K LINE K Line 850 SW High Street Portland, OR 97210 -1850 606 Cross-reference KAWASAKI KISEN KAISHA LTD 606 X SEE K LINE © 2002 South-Western Educational Publishing

Subject Files q Used in alphabetic files for records likely to be requested by Subject Files q Used in alphabetic files for records likely to be requested by subject § § Applications for employment Bids or projects Special promotions or events Branch office memos and other information © 2002 South-Western Educational Publishing

Subject Files q Main subject used for key unit q Subtitles coded next q Subject Files q Main subject used for key unit q Subtitles coded next q Personal or business name coded last Key Unit APPLICATIONS Unit 2 CASHIER RECORDS Unit 3 ADAMS FUNG CLERK Unit 4 Unit 5 HOLLY KAREN CLAY CHERYL OWINGS JERRY © 2002 South-Western Educational Publishing