5 IndexingDetermining the filing segment (or name) by which the record will be stored and retrieved.The name most likely to be used in requesting the record is the one to be used for storage.
6 CodingMarking the record to indicate the field (name, number, subject) by which it is to be stored./ between each wordUnderline the key unitNumber remaining units
7 2. Why are indexing rules important when filing names alphabetically?
8 Rule #1 Personal names Business names Surname (last name) Given name (first name)Middle name or initialBusiness namesAs written (on letterhead)Each word is a unit
9 Remember: Nothing comes before something. A blank space comes before a letter.Baker / WilliamBakersly / William
10 Rule #2 – Minor Words and Symbols in Business Names Articles: a, an, thePrepositions: to, at, on, of, forConjunctions: and, but, or, norSymbols: &, %, $
11 Are separate indexing units Symbols indexed as if spelled out“The” as the first word is considered the last unit.
12 Rule #3 Punctuation All punctuation marks are disregarded Names are indexed as writtenDoggydaycare.com is indexed asdoggydaycarecom
13 Rule #4 – Single Letters and Abbreviations Initials in personal names are separate unitsNicknames are indexed as writtenBusiness acronyms and abbreviations are indexed as written
14 Rule #5A title before a name, a seniority suffix, or professional suffix after a name is the last indexing unit.Numbers are filed before alphabetic suffixes.Royal and religious titles followed by surname only are indexed as written.
15 Business names --- titles are indexed as written.
16 Rule #6 Prefixes – Articles and Particles “A,” “an,” or “the” in anotherlanguage used as part of aperson’s nameDe La HoyaD’AgostinoLe Fleur
17 Mac or McVon, Van, Von der, Van derO’Saint, St., San, etc.Ten, Ter, TeAll are combined with the namethat follows to form a single unit.Punctuation and spaces are disregarded.
18 Rule #7 – Numbers in Business Names Numbers written as digits are filed before letters or words.Numbers spelled out are filed alphabetically.Digits are filed ascending.Arabic numbers before Roman numerals.Disregard ordinal suffixes (rd, nd, etc.)
19 Rule #8 – Organizations and Institutions Organizations and institutions are indexed and filed according to the names written on their letterheads.1st National Bank = 1/ National/ BankSt. Vincent’s Medical Center =StVincents/ Medical/ Center
20 Rule #9 – Identical Names If two people or organizations have identical names, filing order is determined by address.City nameState or province namesStreet namesHouse or building numbers
21 Rule #10 – Government Names Indexed first by the name of the governmental unit.Indexed next by the distinctive departmental name
22 The first threeindexing units of aU.S. federal agencyare:UnitedStatesGovernment(always!)
23 State and local government: the first indexing units are the names of the state, town, county, etc. Next, index the most distinctive departmental/unit name.
24 Foreign government agencies are indexed by the first distinctive English name, then by the rest of the official government name, then by divisions of the government.
25 Cross-References Personal Names Unusual Names Hyphenated Surnames Kim David could also be David KimCross reference as:David KimSee Kim DavidHyphenated SurnamesMary Jones-Stamford needs a cross-reference as:Stamford Mary JonesSee JonesStamford, Mary
26 Alternate NamesWhen an individual uses more than one name, such as a professional name (DBA, AKA)Mrs. Jennifer Reed in private life is Ms. Jennifer Jackson in professional life.Jackson Jennifer Ms.See also: Reed Jennifer Mrs.
27 Names with multiple spellings Jason SnyderSniderSee also: Snyder, Shneider
28 Business Names Compound Names Jasper, Nilson, and Fister, CPAs should be cross referenced under each name.Nilson, Fister and Jasper, CPAsSee Jasper, Nilson, and Fister, CPAs
29 Acronyms and abbreviations NELA should be cross referenced:Northwest Educational Loan AssociationSee NELA
30 Popular or Coined Names Spokane Falls Community College should be cross-referenced:SFCCsee Spokane Falls Community College