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Electronic Filing and Calculating

This guide provides detailed instructions on Rule 6 concerning prefixes, articles, and particles in personal and business names for electronic filing. It explains how to combine foreign articles with names, the treatment of spaces and punctuation, and the alphabetical filing of organizations and institutions. Rule 7 outlines the proper indexing of numbers in business names, the ordering of spelled-out versus digit numbers, and the filing of inclusive and hyphenated numbers. Practical examples and exercises are included for thorough understanding.

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Electronic Filing and Calculating

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  1. Electronic Filing and Calculating

  2. Rule 6 Prefixes—Articles and Particles

  3. Rule 6 • A foreign article or particle in personal or business names are combined with part of the name following it to form a single indexing unit. • Indexing order is not affected by a space between prefix and name. • Upper and lowercase prefixes are treated same. • Punctuation is omitted.

  4. Rule 6 (con’t) Examples of articles and particles are:a la, D’, Da, De, Del, De la, Della, Den, Des, Di, Dos, Du, E’, El, Fitz, Il, L’, La, Las, Le, Les, Lo, Los, M’, Mac, Mc, O’, Per, Saint, San, Santa, St., Ste., Te, Ten, Ter, Van, Van de, Van den, Van der, Von, Von der

  5. Practice Rule 6 Study examples of Rule 6 on page 36 Complete together Self-Check 7, Group C on page 38

  6. Rule 7 Numbers in Business Names

  7. Rule 7 • Numbers spelled out in business names are filed alphabetically. • Numbers written in digits are filed in ascending order before alphabetic letters or words. • Arabic numerals are filed before Roman numerals (2, 3, II, III).

  8. Rule 7 (con’t) • Names with numbers appearing in other than the first position (Studio 5) are filed alphabetically and immediately before a similar name without a number (Studio Film). • When indexing number written in digit form that contain ordinals like st, d, th (1st, 2d, 4th), ignore the letter endings and consider only the digits (1, 2, 4).

  9. Rule 7 (con’t) • Names with inclusive numbers (33-37) are arranged by the first digit(s) only (33). • Index hyphenated numbers that are not inclusive (20-20) as one filing unit (2020). • File names with numbers in positions other than the first position (Cars 2 Go) go before similar names without a number.

  10. Practice Rule 7 Study examples of Rule 7 on page 36 Complete together Self-Check 8, Group B on page 41

  11. Rule 8 Organizations and Institutions

  12. Rule 8 • Banks and other financial institutions, clubs, colleges, hospitals, hotels, lodges, magazines, motels, museums, newspapers, religious institutions, schools, unions, universities, and other organizations and institutions are indexed alphabetically and filed according to the names on their letterheads. • The word The is never a key unit in a name.

  13. Names of organizations, institutions, and associations that begin with words and phrases shown are indexed as written. American Society of … Association of … Bank of … Church of … College/University of … Committee of … Hotel/Motel Institute of … Order of/Society of … Rule 8 (con’t)

  14. Practice Rule 8 Study examples of Rule 8 on page 37 Complete together Exercise 7, Group B on page 43

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