1 / 35

Electronic Filing and Calculating

Electronic Filing and Calculating. Rule 9. Identical Names. Rule 9. Index identical names by their addresses. Consider part of the address in this order. City name State Complete street name (Avenue, Boulevard, Street, Drive) House number or building number. Rule 9 (con’t). Example:

aricin
Télécharger la présentation

Electronic Filing and Calculating

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Electronic Filing and Calculating

  2. Rule 9 Identical Names

  3. Rule 9 • Index identical names by their addresses. Consider part of the address in this order. • City name • State • Complete street name (Avenue, Boulevard, Street, Drive) • House number or building number

  4. Rule 9 (con’t) • Example: • Joe Smith, Sidney, Iowa • Joe Smith, Sidney, Nebraska In the state names, I comes before N.

  5. Rule 9 (con’t) • Arrange numbered streets in numeric order before all alphabetic street names • 18th Street before Academy Avenue • Street names written as digits after compass are considered before alpha street names • SE 20th, SE Fifth, Southeast Fifth

  6. Compass Directions • Street names with compass directions are considered as written • North, S., East, West, NE, SW • Street names written as digits after compass directions are considered before alphabetic street names • SE 30th before SE Sixth

  7. Rule 9 (con’t) • If street names or building names are identical, the house or building numbers determine correct order. • Honey-Do Handyman, 2289 Main Street, Cincinnati, OH • Honey-Do Handyman, 8004 Main Street, Cincinnati, OH • HONEYDO/HANDYMAN/CINCINNATI/OHIO/MAIN/STREET/2280

  8. House or Building Numbers • Guidelines for considering order: • House and building numbers are considered in ascending numeric order and placed together before alpha building names • 5 Grady Towers before The Grady Towers • If both street address & building name in an address, disregard building name. • ZIP Codes not considered in determining order.

  9. Practice Rule 9 Read and examine Examples of Rule 9 on page 52 Complete Self-Check 10, Group B on page 57

  10. Rule 10 Government Names

  11. Government Names • There are three different guidelines to consider when indexing units of governmental names. • Federal • State and local • Foreign

  12. Federal • First indexing unit of a U.S. (federal) government agency name is United States Government. • If United States Government does not appear in a federal government name, be sure to add it for indexing purposes. • Example: • U.S. Department of the Treasury Internal Revenue Service • UNITED/STATES/GOVERNMENT

  13. Rule 10 (con’t) • Index government name by its most distinctive part (bureau, department, office, or board), followed by the less distinctive parts • U.S. Department of the Treasury Internal Revenue Service • UNITED/STATES/GOVERNMENT • TREASURY/DEPARTMENT/OF/THE • INTERNAL/REVENUE/SERVICE

  14. State & Local • First indexing unit is the name of the state, county, city, or village. • Words “State of,” “County of,” “City of,” “Department of,” are separate filing units and added if needed. • Next, index most distinctive name of department, board, office, division.(What subject or topic is the department concerned with?) • State of California Highway Patrol • CALIFORNIA/STATE/OF/HIGHWAY/PATROL

  15. Foreign • Distinctive translated English name is first indexing unit for a foreign government name (Australia, France, Norway). • This is followed by remainder of formal name of the government (Australia Commonwealth of). • Branches, departments, divisions follow in order by distinctive translated names in the same order as government names in the United State.

  16. Rule 10 (con’t) • States, colonies, provinces, cities are filed by official names as spelled in English. • Prepare a cross-reference for original foreign spelling. • Example of an official name: • Dawlat Al Amarat al Arabiyah al Muttahidah • Indexed order: • UNITED/ARAB/EMIRATES • Prepare a cross-reference for original name

  17. Practice Rule 10 Read and examine Examples of Rule 10 on page 54 Complete Self-Check 11, Group B on page 61

  18. Preparing Cross-References

  19. A cross-reference is a file notation that directs, or refers, to an alternate location to find a particular record in the file.

  20. Cross-References (con’t) • Three steps in preparing C-R cards. • On original card, code name in body of card with contact information if you have it. • Write name in all capital letters, and in correct indexing order at the top of the card. • The number of the card is in the upper right-hand side.

  21. Cross-References (con’t) • Three steps in preparing C-R cards. • Prepare a second card with the name in cross-reference order written at the top of the card in all capital letters. • Write the original card number and an “X” in the upper right-hand corner. • Example: 3X

  22. Cross-References (con’t) • Three steps in preparing C-R cards. • Write a SEE notation on the cross-reference card. • This notation indicates that the records are filed under the name on the original card.

  23. Cross-References (con’t) • When C-R business names, the original name is the name appearing on the company letterhead. • At the top of the original card, write the business name in capital letters and in indexing order. • At the top of the C-R card, rearrange original name and write it in capital letters and in indexing order. • Below the C-R name, write the original order of the name following the SEE notation.

  24. Example • Katz and Sorkin Co. is the original name • KATZ AND SORKIN CO is on the top of the original card. • SORKIN AND KATZ CO is on the top of the C-R card. • SEE KATZ AND SORKIN CO is below the C-R name.

  25. Abbreviations (BLVD) and Acronyms (MADD) • Indexed as written. The full name written out may require a C-R to the acronym or abbreviation on the original record. • Example: • AAA is on original indexing card • AUTOMOTIVE ASSOCIATION OF AMERICA is on top of C-R card • SEE AAA is below indexed name on C-R

  26. Popular & Coined Names • File by most commonly used name or title & C-R under full name of business • Penney’s is the business name • PENNEYS is on original index card • JCPENNEY COMPANY INC is on the top of C-R SEE PENNEYS is below C-R name

  27. Alternative Names • A person may be known by more than one name. • Example: • Mrs. Carole Cook is also known as Mrs. Douglas Cook or Mark Twain aka Samuel Langhorne Clemens • COOK CAROLE MRS is on original card • COOK DOUGLAS MRS is on C-R card SEE COOK CAROLE MRS below indexed name on C-R card

  28. Hyphenated Married Name • When name includes two or more surnames, (hyphenates her maiden and married name or keeps her maiden name) file original record/card under surname listed first. • Example: • Connie Smith-Jones • SMITHJONES CONNIE is on original record • JONESSMITH CONNIE is on top of C-R card SEE SMITHJONES CONNIE

  29. Hyphenated Business Names • Filers sometimes remember only one name in a hyphenated name or they may reverse the names. • Example: • Brite-Smile Dental Center is original name • BRITESMILE DENTAL CENTER is indexed on original card • SMILEBRITE DENTAL CENTER is on top of C-R card • SEE BRITESMILE DENTAL CENTER is below C-R indexed name

  30. Separated Single Words • A single word sometimes written as two words may need to be clarified in the files. • Example: Trans World Airlines, Inc. is original name • TRANS WORLD AIRLINES INC is on original index card • TRANSWORLD AIRLINES INC is on top of C-R card SEE TRANS WORLD AIRLINES INC

  31. Foreign Business Names • Foreign business names may require a C-R if English translations are known and used for consistency and easier filing. • Example: • Dawlat Al Amarat al Arabiyah al Muttahidah is original foreign name • UNITED ARAB EMIRATES on original card • DAWLAT ALAMARAT ALARABIYAH ALMUTTAHIDAH is on top of C-R card SEE UNITED ARAB EMIRATES is below C-R name

  32. Compound Business Names • These names may require a C-R when a filer remembers only one of the names. • Prepare a C-R by rotating the first name to the last position until all names are cross-referenced. • Example: Kendall, Adigun, and Martin, Inc. • File original under:KENDALL ADIGUN AND MARTIN INC • Prepare a C-R for: ADIGUN MARTIN AND KENDALL INC SEE KENDALL ADIGUN AND MARTIN INC • Prepare a second C-R for: MARTIN KENDALL AND ADIGUN INC SEE KENDALL ADIGUN AND MARTIN INC

  33. Similar Names • When several names are identical in pronunciation but different in spelling, a See Also C-R must be prepared under each various spellings to aid in retrieval of desired record. • Example: Burns is original name • BURNS is on top of original SEE ALSO BURNES, BYRNES is below • BYRNES is on top of C-R card SEE ALSO BURNS, BURNES is below • BURNES is on top of C-R card SEE ALSO BURNS, BYRNES is below

  34. Unusual Names • Personal names like Mr. Rafael Santos and Ms. Joyce Grace may confuse a filer. (Which are the first names? Which are the last names?) • Mr. Scott James is original name • JAMES SCOTT MR is original indexed name • SCOTT JAMES MR is on top of C-R card SEE JAMES SCOTT MR is below name on C-R card

  35. Practice Rule 10 Complete Exercise 11 on page 65-66 in groups of two

More Related