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OST184 Records Management

OST184 Records Management. Chapter 3 Alphabetic Indexing Rules 5-8. 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

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OST184 Records Management

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  1. OST184 Records Management Chapter 3 Alphabetic Indexing Rules 5-8

  2. Rule 5 – Titles and SuffixesA. 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

  3. Rule 5 – Titles and SuffixesA. Personal Names (cont’d) Numeric suffixes (II, III) are always filed beforealphabetic 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.

  4. 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.

  5. Examples of Rule 5A

  6. Rule 5 – Titles and SuffixesB. Business Names Titles in business names are indexed as written.

  7. Complete the “Rule 5 Self-Check” Pages 60-61. Then, check your answers using the handouts on Blackboard.

  8. 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

  9. Examples of Articles/Particles:

  10. Examples of Rule 6

  11. Complete the “Rule 6 Self-Check” Pages 63. Then, check your answers using the handouts on Blackboard.

  12. 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…)

  13. Rule 7 (cont’d) • 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.

  14. Examples of Rule 7

  15. Complete the “Rule 7 Self-Check” Pages 66-67. Then, check your answers using the handouts on Blackboard. Pages 66-67

  16. 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.

  17. Examples of Rule 8

  18. 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.

  19. 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

  20. Cross-Referencing - Business NamesPopular or Coined Names Often a business is know by its popular and/or coined name.

  21. Cross-Referencing - Business NamesHyphenated Names Just as in personal names, business surnames with hyphens need to be cross-referenced for each surname combination.

  22. 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.

  23. 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.

  24. 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 SEEALSOcross-reference is used to remind the filer to check the files for other possible spellings. • The completebusiness name is notcross-referenced; only the similarname.

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

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