+

RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 4Alphabetic Indexing Rules 5−8

1

+Rule 5A: Titles and Suffixes Personal names

A title (Dr., Miss, Mr., Mrs., Ms., Professor, Sir, Sister), seniority suffix (II, III, Jr., Sr.), or professional suffix (CRM, DDS, Mayor, MD, PHD, Senator) is the last unit.

Numeric suffixes (II, III) are placed before alphabetic suffixes (Jr., Mayor, Senator, Sr.).

Single names with royal or religious titles are filed as written. Example Princess Anne = Princess (Key Unit) / Anne (Unit 2)

2

+Rule 5B: Titles and Suffixes Business names

Titles in business names and suffixes are indexed as written “The” is the last unit when it appears as the first word of a business name

3

© 2016 Cengage Learning®

+Answers: Rule 5 Self-Check

4

+Rule 6: Articles and Particles Business and personal names

“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”(Read & Ginn, 2015, p. 64).

The indexing order is not affected by space between a prefix and the rest of the name and the space is disregarded when indexing” (Read & Ginn, 2015, p. 64).

5

© 2016 Cengage Learning®

+Answers: Rule 6 Self-Check

6

+Rule 7: Numbers in Names It is important to remember that numbers in business names have unique

rules Spelled-out numbers are filed alphabetically (Seven Lakes Nursery). Numbers written in digits are filed in ascending order before words.

Example: “B4 Photography comes before Beleau Building and Loan” (Read & Ginn, 2015, p. 66).

Arabic numbers are filed before Roman numbers. “Names containing Roman numerals are filed in ascending order

according to their Arabic number equivalents” (VIII-Ball Club) (Read & Ginn, 2015, p. 67).

First digits only of inclusive numbers are used (30-29 family Club) “When hyphens separate three or more numbers written as digits,

remove the hyphens as you would when hyphen separate words” (Read & Ginn, 2015, p. 67). Example 1-2-3 Market would be 123/Market(2).

“Names with numbers appearing in other than the first position are filed alphabetically and immediately before a similar name without a number” (Read & Ginn, 2015, p. 67).

Ordinals (st, d, th) are disregarded A number linked to a letter or word is a single unit

7

+Rule 7: Numbers in Names

8

© 2016 Cengage Learning®

+Answers: Rule 7 Self-Check A = 1,3,2

B = 3, 1, 2

C = 3, 1, 2

D = 3, 2, 1

E = 2, 3, 1

F = 2, 3, 1

G = 3, 2, 1

H = 3, 2, 1

I = 1,3,2

J = 3, 1, 2

9

+Rule 8: Organizations and Institutions Organizations and institutions are filed according to the name

written on the letterhead

Examples Banks and other financial institutions Schools, colleges, and universities Hospitals, hotels, and clubs

10

© 2016 Cengage Learning®

+Answers: Rule 8 Self-Check

11

+Cross-Reference Examples

Popular and coined namesFile records under

the official nameCross-reference

the popular name

12

© 2016 Cengage Learning®

+Cross-Reference Examples (continued)

Hyphenated namesFile records under

the official nameCross-reference

each surname combination

13

© 2016 Cengage Learning®

+Cross-Reference Examples (continued)

Divisions and subsidiariesFile records

under the division or branch name

Cross-reference the parent company name

14

© 2016 Cengage Learning®

+Cross-Reference Examples (continued)

Changed namesFile records

under the new name

Cross-reference the former name

15

© 2016 Cengage Learning®

+Cross-Reference Examples

Similar namesA SEE ALSO cross-

reference indicates similar names

Only the similar part of the name is cross-referenced

16

© 2016 Cengage Learning®

+ Answers: Cross-Referencing Self-Check17

+Resources

Read, J., & Ginn, M. L. (2015). Alphabetic Indexing Rules 1-4. In Records management (10th ed.). Boston, MA: Cengage Learning.

18