OST184 Records Management

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OST184 Records Management

• Chapter 3
• Alphabetic Indexing Rules 5-8

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Rule 5 Titles and Suffixes A.
Personal Names
Titles and Suffixes are always the last indexing
units. Titles (before a name) - Miss, Mr., Mrs.,
Ms., Sir, Sister, Professor Seniority suffixes
(after a name) - II, III, Jr., Sr. Professional
suffixes (after a name) - CRM, DDS, Mayor, M.D.,
Ph.D., Senator Royal and religious titles, if
followed by either a given name or a surname
only, are indexed and filed as written.
2 3 2
Examples Father Joseph Father Joseph
Kannon
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Rule 5 Titles and Suffixes A.
Personal Names (contd)

• Numeric suffixes (II, III) are always filed
  before alphabetic suffixes (Jr., Sr., Mayor,
  Senator.)
• Worth John - II
• Worth John III
• Worth John Jr
• Worth John - Sr
• If a name contains both a title and a suffix, the
  suffix is indexed first and then the title.
• 5 2 3 4 5 2
  3 4
• Mr. John Worth, III, CPA Mr. John Worth,
  Jr., CPA

The one on the left would be filed before the one
on the right.
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Put another way

• Titles and suffixes are always indexed last.
• A suffix is indexed before a title (S
  before T)
• A numeric suffix always comes before an
  alphabetic suffix.

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Examples of Rule 5A
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Rule 5 Titles and Suffixes B. Business
Names

• Titles in business names are indexed as written.

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Complete the Rule 5 Self-Check Pages
60-61. Then, check your answers using the
handouts on Blackboard.
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Rule 6 Prefixes Articles and Particles

• A foreign article or particle in a personal or
  business name is combined with the part of the
  name following it to form a single indexing unit.
• The indexing order is not affected by a space
  between a prefix and the rest of the name, and
  the space is disregarded when indexing.
• Examples of articles and particles
• D Angelo De la Rosa El Rosa
• L Costa St. Louis Van de Mere

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Examples of Articles/Particles
a la Il Per
D, Da, De, Del, De La, Della, Den, Des, Di, Dos, Du L, La, Las, Le, Les, Lo, Los Saint, San, Santa, Santo, St., Ste.
E, El M, Mac, Mc Te, Ten, Ter
Fitz O Van, Van de, Van der, Von, Von der
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Examples of Rule 6
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Complete the Rule 6 Self-Check Pages
63. Then, check your answers using the handouts
on Blackboard.
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Rule 7 Numbers in Business Names

• Numbers spelled out in business names are filed
  alphabetically.
• Seven Acres Inn
• Numbers written in digits are filed before
  alphabetic letters or digits. (numbers before
  letters)
• B4 Photographers would come before Bleu Building
  Company
• Names with numbers written in digits in the first
  units are filed ascending order (lowest to
  highest) before alphabetic names
• 229 Club, 534 Shop, Bank of Chicago
• Arabic numerals (2,3,4) are filed before Roman
  numerals (I, II, III)

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Rule 7 (contd)

• Names with inclusive numbers (33-77) are arranged
  by the first digit(s) only. Only the 33 would be
  considered when filing 33-77.
• 45-88 would come before 47-100
• Names with numbers appearing in other than the
  first position (Pier 36 Café) are filed
  alphabetically and immediately before a similar
  name without a number Pier and Port Café. Pier
  36 Café..would come..Pier and Port Café
• When indexing numbers written in digit form that
  contain st, nd, and th (1st - 2nd - 3rd - 4th)
  ignore the letter endings and consider only the
  digits.

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Examples of Rule 7
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Complete the Rule 7 Self-Check Pages
66-67. Then, check your answers using the
handouts on Blackboard.
Pages 66-67
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Rule 8 Organizations Institutions

• The following are indexed and filed according to
  the names written on their letterheads.
• When an organization or institution starts with
  THE the THE is the last unit indexed - just
  as with businesses.

Banks Clubs Unions
Hospitals Hotels / Motels Lodges
Magazines Museums Newspapers
Religious Places Schools Colleges and Universities
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Examples of Rule 8
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Complete the Rule 8 Self-Check Page 69. Then,
check your answers using the handouts on
Blackboard.
Then.
Complete the Rules 5-8 Self-Check Page
69-70. Then, check your answers using the
handouts on Blackboard.
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Cross-References - Business Names

• Cross-referencing for the following types of
  business names
• Popular and Coined names
• Hyphenated names
• Divisions and Subsidiaries
• Changed names
• Similar names

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Cross-Referencing - Business Names
Popular or Coined Names

• Often a business is know by its popular and/or
  coined name.

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Cross-Referencing - Business Names
Hyphenated Names

• Just as in personal names, business surnames with
  hyphens need to be cross-referenced for each
  surname combination.

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Cross-referencing Divisions and
Subsidiaries

• When one company is a subsidiary or a division or
  brand of another company, the name appearing on
  the letterhead of the branch or subsidiary is the
  one indexed on the original record.
• A cross-reference is made under the name of the
  parent company.

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Cross-referencing Changed Names

• If only a few records are already in storage,
  they are usually refiled under the new name,
  and the former name is marked as a
  cross-reference.
• If many records are filed under the former name,
  a permanent cross-reference is placed at the
  beginning of the records for the former name. Any
  new records are placed under the new name.

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Cross-referencing Similar Names

• If a name could be considered either as one or
  two units, it is a good candidate for a
  cross-reference.
• A SEE ALSO cross-reference is used to remind the
  filer to check the files for other possible
  spellings.
• The completebusiness name is notcross-reference
  d only the similarname.

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Complete the Rule Cross-Referencing Self-Check
on Page 73. Then, check your answers using the
handouts on Blackboard.
Pages 73