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The document outlines rules for alphabetic filing and indexing of records. It discusses indexing the key units in personal names by surname, given name, and middle initial. For business names, each word is a separate unit indexed as written. Minor words like articles and prepositions are separate units. Punctuation is disregarded. Initials and abbreviations are treated as single units. Cross-referencing is used for unusual names, hyphenated surnames, alternate names, and similar names to aid retrieval.

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Need for Alphabetic Order Records Serve as the memory of an organization Help a business do business Filing Method or Storage Method Alphabeticmost common method Subjectdiscussed in Chapter 8 Numericdiscussed in Chapter 9 Geographicdiscussed in Chapter 10
Filing Rules All filing is done to facilitate retrieving information. ARMAs alphabetic indexing rules provide guidance. Consistently following filing rules and procedures helps in rapid retrieval of information.
Indexing The filing segment is the name by which a record is stored.
Coding Assign a file designation Underline the key unit, then number each succeeding unit Personal Name: Jane T. Shank Personal Name Coded: Jane / T. / Shank Business Name Coded: Longshanks / Eatery 2 3 2
Coding ExamplePersonal Name Personal Name: Laura J. Huff Complete name is the filing segment HUFF is the key unit LAURA is the second unit J is the third unit
Coding ExampleBusiness Name Business Name: Huff and Sons, Construction Entire name is the filing segment HUFF is the key unit AND is the second unit SONS is the third unit CONSTRUCTION is the fourth unit
Rule 1: Indexing Order of Units A. Personal Names Surname (last name) is the key unit Given name (first name) or initial is the second unit Middle name or initial is the third unit If determining the surname is difficult, consider the last name written as the surname.
Examples of Rule 1A
Rule 1: Indexing Order of Units B. Business Names Index as written using letterhead or trademarks as guides. Each word in a business name is a separate unit. Business names containing personal names are indexed as written.
Examples of Rule 1B
Rule 2: Minor Words and Symbols in Business Names Articles, prepositions, conjunctions, and symbols are considered separate indexing units. Articles: A, AN, THE Prepositions: AT, IN, OUT, ON, OFF, BY, TO, WITH, FOR, OF, OVER Conjunctions: AND, BUT, OR, NOR Continued on next slide
Rule 2: Minor Words and Symbols in Business Names Symbols are considered as spelled in full. Symbols: &, 蔵, $, #, % (AND, CENT or CENTS, DOLLAR or DOLLARS, NUMBER or POUND, PERCENT) When The appears as a first word of a business name, it is considered the last indexing unit. Continued from previous slide
Examples of Rule 2
Rule 3: Punctuation and Possessives All punctuation is disregarded when indexing personal and business names. Commas, periods, hyphens, apostrophes, dashes, exclamation points, question marks, quotation marks, underscores, and diagonals (/) Names are indexed as written.
Examples of Rule 3
Rule 4: Single Letters and Abbreviations A. Personal Names Initials in personal names are considered separate indexing units. Abbreviations of personal names and nicknames are indexed as they are written. Continued on next slide
Rule 4: Single Letters and Abbreviations B. Business Names Single letters in business and organization names are indexed as written. If single letters are separated by spaces, index each letter as a separate unit. An acronym (ARMA or GMAC) is indexed as one unit regardless of punctuation or spacing. Continued from previous slide Continued on next slide
Rule 4: Single Letters and Abbreviations B. Business Names (continued) Abbreviated words and names are indexed as one unit regardless of punctuation or spacing. Radio and television station call letters are indexed as one unit. Continued from previous slide
Examples of Rule 4
Cross Referencing Personal Names Unusual names Hyphenated surnames Alternate names Similar names Business Names Compound names Abbreviations and acronyms
Letter with Filing Segment and Cross-Reference Marked
Examples of Cross-Referencing Unusual Personal Names
Examples of Cross-Referencing Hyphenated Surnames
Examples of Cross-Referencing Alternate Names
Examples of Cross-Referencing Similar Names
Examples of Cross-Referencing Compound Business Names
Examples of Cross-Referencing Abbreviations and Acronyms

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baim_ch02

  • 1. 油
  • 2. Need for Alphabetic Order Records Serve as the memory of an organization Help a business do business Filing Method or Storage Method Alphabeticmost common method Subjectdiscussed in Chapter 8 Numericdiscussed in Chapter 9 Geographicdiscussed in Chapter 10
  • 3. Filing Rules All filing is done to facilitate retrieving information. ARMAs alphabetic indexing rules provide guidance. Consistently following filing rules and procedures helps in rapid retrieval of information.
  • 4. Indexing The filing segment is the name by which a record is stored.
  • 5. Coding Assign a file designation Underline the key unit, then number each succeeding unit Personal Name: Jane T. Shank Personal Name Coded: Jane / T. / Shank Business Name Coded: Longshanks / Eatery 2 3 2
  • 6. Coding ExamplePersonal Name Personal Name: Laura J. Huff Complete name is the filing segment HUFF is the key unit LAURA is the second unit J is the third unit
  • 7. Coding ExampleBusiness Name Business Name: Huff and Sons, Construction Entire name is the filing segment HUFF is the key unit AND is the second unit SONS is the third unit CONSTRUCTION is the fourth unit
  • 8. Rule 1: Indexing Order of Units A. Personal Names Surname (last name) is the key unit Given name (first name) or initial is the second unit Middle name or initial is the third unit If determining the surname is difficult, consider the last name written as the surname.
  • 10. Rule 1: Indexing Order of Units B. Business Names Index as written using letterhead or trademarks as guides. Each word in a business name is a separate unit. Business names containing personal names are indexed as written.
  • 12. Rule 2: Minor Words and Symbols in Business Names Articles, prepositions, conjunctions, and symbols are considered separate indexing units. Articles: A, AN, THE Prepositions: AT, IN, OUT, ON, OFF, BY, TO, WITH, FOR, OF, OVER Conjunctions: AND, BUT, OR, NOR Continued on next slide
  • 13. Rule 2: Minor Words and Symbols in Business Names Symbols are considered as spelled in full. Symbols: &, 蔵, $, #, % (AND, CENT or CENTS, DOLLAR or DOLLARS, NUMBER or POUND, PERCENT) When The appears as a first word of a business name, it is considered the last indexing unit. Continued from previous slide
  • 15. Rule 3: Punctuation and Possessives All punctuation is disregarded when indexing personal and business names. Commas, periods, hyphens, apostrophes, dashes, exclamation points, question marks, quotation marks, underscores, and diagonals (/) Names are indexed as written.
  • 17. Rule 4: Single Letters and Abbreviations A. Personal Names Initials in personal names are considered separate indexing units. Abbreviations of personal names and nicknames are indexed as they are written. Continued on next slide
  • 18. Rule 4: Single Letters and Abbreviations B. Business Names Single letters in business and organization names are indexed as written. If single letters are separated by spaces, index each letter as a separate unit. An acronym (ARMA or GMAC) is indexed as one unit regardless of punctuation or spacing. Continued from previous slide Continued on next slide
  • 19. Rule 4: Single Letters and Abbreviations B. Business Names (continued) Abbreviated words and names are indexed as one unit regardless of punctuation or spacing. Radio and television station call letters are indexed as one unit. Continued from previous slide
  • 21. Cross Referencing Personal Names Unusual names Hyphenated surnames Alternate names Similar names Business Names Compound names Abbreviations and acronyms
  • 22. Letter with Filing Segment and Cross-Reference Marked
  • 23. Examples of Cross-Referencing Unusual Personal Names
  • 24. Examples of Cross-Referencing Hyphenated Surnames
  • 25. Examples of Cross-Referencing Alternate Names
  • 27. Examples of Cross-Referencing Compound Business Names
  • 28. Examples of Cross-Referencing Abbreviations and Acronyms