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Rule 9 describes how to determine filing order when names are identical. It outlines using city names, state/province names, street names including directional prefixes and numbers, and house/building numbers to differentiate identical names. ZIP codes are not considered. Rule 10 outlines using government names at the local, state, federal, and foreign levels as the primary indexing units. Cross-referencing is also used to file foreign business and government names originally in a non-English language under their English translation.

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Rule 9: Identical Names City names State or province names (if city names are identical). Continued on next slide
Rule 9: Identical Names Street names, including Avenue, Boulevard, Drive, and Street (if city names are identical) If first units of streets names are written in numbers, the names are considered in ascending order (1, 2, 3) and placed before alphabetic street names. Street names with compass directions are considered as written. Numbers written as digits after compass directions are considered before alphabetic names. Continued from previous slide Continued on next slide
Rule 9: Identical Names House or building numbers (if city, state and street names are identical) House and building numbers written as digits are considered in ascending order and placed together before spelled-out building names. If a street address and a building name are included in an address, disregard the building name. ZIP Codes are not considered in determining filing order. Continued from previous slide
Examples of Rule 9 Names of Cities Used to Determine Filing Order
Examples of Rule 9 Names of States and Provinces Used to Determine Filing Order
Examples of Rule 9 Names of Streets Used to Determine Filing Order
Rule 10A: Local and Regional Government Names First indexing unit is the name of the county, city, town, township, or village. Index the most distinctive name of the government/political division. County of, City of, Department of, are retained for clarity and are considered separate indexing units.
Examples of Rule 10A
Rule 10B: State or Government Names First indexing unit is the name of the state or province. Index the most distinctive name of the government/political division. State of, Province of, Department of, are retained for clarity and are considered separate indexing units.
Examples of Rule 10B
Rule 10C: Federal Government Names Use three indexing levels for the United States Government First level: United States Government Second level: Name of department Third level: Most distinctive name
Examples of Rule 10C
Rule 10D: Foreign Government Names The distinctive English name is the first indexing unit for foreign government names. Index the balance of the formal name of the government, if needed. Branches, departments, divisions follow in order by their distinctive names.
Examples of Rule 10D
Cross-Reference: Foreign Business Names Original spelling is often in the foreign language. Translate into English for coding. Cross-reference sheet is prepared and placed in order by the foreign business name.
Examples of Cross-Referencing Foreign Business Names
Cross-Reference: Foreign Government Names Original spelling is often in the foreign language. Translate into English for coding. Cross-reference sheet is prepared and placed in order by the foreign government name.
Examples of Cross-Referencing Foreign Government Names
Examples of Subjects Within an Alphabetic Arrangement

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  • 1. 油
  • 2. Rule 9: Identical Names City names State or province names (if city names are identical). Continued on next slide
  • 3. Rule 9: Identical Names Street names, including Avenue, Boulevard, Drive, and Street (if city names are identical) If first units of streets names are written in numbers, the names are considered in ascending order (1, 2, 3) and placed before alphabetic street names. Street names with compass directions are considered as written. Numbers written as digits after compass directions are considered before alphabetic names. Continued from previous slide Continued on next slide
  • 4. Rule 9: Identical Names House or building numbers (if city, state and street names are identical) House and building numbers written as digits are considered in ascending order and placed together before spelled-out building names. If a street address and a building name are included in an address, disregard the building name. ZIP Codes are not considered in determining filing order. Continued from previous slide
  • 5. Examples of Rule 9 Names of Cities Used to Determine Filing Order
  • 6. Examples of Rule 9 Names of States and Provinces Used to Determine Filing Order
  • 7. Examples of Rule 9 Names of Streets Used to Determine Filing Order
  • 8. Rule 10A: Local and Regional Government Names First indexing unit is the name of the county, city, town, township, or village. Index the most distinctive name of the government/political division. County of, City of, Department of, are retained for clarity and are considered separate indexing units.
  • 10. Rule 10B: State or Government Names First indexing unit is the name of the state or province. Index the most distinctive name of the government/political division. State of, Province of, Department of, are retained for clarity and are considered separate indexing units.
  • 12. Rule 10C: Federal Government Names Use three indexing levels for the United States Government First level: United States Government Second level: Name of department Third level: Most distinctive name
  • 14. Rule 10D: Foreign Government Names The distinctive English name is the first indexing unit for foreign government names. Index the balance of the formal name of the government, if needed. Branches, departments, divisions follow in order by their distinctive names.
  • 16. Cross-Reference: Foreign Business Names Original spelling is often in the foreign language. Translate into English for coding. Cross-reference sheet is prepared and placed in order by the foreign business name.
  • 17. Examples of Cross-Referencing Foreign Business Names
  • 18. Cross-Reference: Foreign Government Names Original spelling is often in the foreign language. Translate into English for coding. Cross-reference sheet is prepared and placed in order by the foreign government name.
  • 19. Examples of Cross-Referencing Foreign Government Names
  • 20. Examples of Subjects Within an Alphabetic Arrangement