7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 3 Alphabetic Indexing Rules 6–10

© 2002 South-Western Educational Publishing Indexing Rule 6  Prefixes (articles and particles) indexed as written  Disregard spaces  Index as one unit  Prefixes (articles and particles) indexed as written  Disregard spaces  Index as one unit Van der Hoff Seed Company 2 3 VANDERHOFF / SEED / COMPANY Van der Hoff Seed Company 2 3 VANDERHOFF / SEED / COMPANY Gary Del Carrpio 2 DELCARRPIO / GARY Gary Del Carrpio 2 DELCARRPIO / GARY

© 2002 South-Western Educational Publishing Indexing Rule 7  Numbers in business names  Spelled-out numbers filed alphabetically  Numbers written in digits filed in ascending order  Arabic numerals filed before Roman numerals  Inclusive numbers filed by first digit(s)  Numbers in business names  Spelled-out numbers filed alphabetically  Numbers written in digits filed in ascending order  Arabic numerals filed before Roman numerals  Inclusive numbers filed by first digit(s)

© 2002 South-Western Educational Publishing Indexing Rule 7  Examples Key UnitUnit 2Unit 3Unit 4 7 DAYFOODMART 21CENTURYGRAPHICS FIFTHSTREETDINER I80TOWINGINC ONEMAINPLACE SIXTYSIXAUTOCLUB Key UnitUnit 2Unit 3Unit 4 7 DAYFOODMART 21CENTURYGRAPHICS FIFTHSTREETDINER I80TOWINGINC ONEMAINPLACE SIXTYSIXAUTOCLUB

© 2002 South-Western Educational Publishing Indexing Rule 8  Organizations and institutions  Indexed as written  Use name from letterhead  Organizations and institutions  Indexed as written  Use name from letterhead JFK High School 2 3 JFK / HIGH / SCHOOL JFK High School 2 3 JFK / HIGH / SCHOOL 1st Christian Church / CHRISTIAN / CHURCH 1st Christian Church / CHRISTIAN / CHURCH First Farmers’ Bank 2 3 FIRST / FARMERS / BANK First Farmers’ Bank 2 3 FIRST / FARMERS / BANK The Homeless Shelter 2 3 HOMELESS / SHELTER / THE The Homeless Shelter 2 3 HOMELESS / SHELTER / THE

© 2002 South-Western Educational Publishing Indexing Rule 9  Identical names—filing order determined by  City  State or province  Street names  House or building numbers  Identical names—filing order determined by  City  State or province  Street names  House or building numbers

© 2002 South-Western Educational Publishing Indexing Rule 9  Examples Key UnitUnit 2Unit 3Unit 4Unit 5Unit 6Unit 7 MOMSDINERALBANYKY MOMS DINERALBANYNY MOMSDINERCUSTERKYAPPLE RD MOMSDINERCUSTERKYSOUTH AVE56 MOMSDINERCUSTERKYSOUTHAVE193 Key UnitUnit 2Unit 3Unit 4Unit 5Unit 6Unit 7 MOMSDINERALBANYKY MOMS DINERALBANYNY MOMSDINERCUSTERKYAPPLE RD MOMSDINERCUSTERKYSOUTH AVE56 MOMSDINERCUSTERKYSOUTHAVE193

© 2002 South-Western Educational Publishing Indexing Rule 10  Government names indexed by  Name of the governmental unit  Followed by distinctive name of department, bureau, office, or board  Government names indexed by  Name of the governmental unit  Followed by distinctive name of department, bureau, office, or board

© 2002 South-Western Educational Publishing Indexing Rule 10  Federal government names  United States Government first three units  Office of, Department of, etc. separate indexing units  Federal government names  United States Government first three units  Office of, Department of, etc. separate indexing units Bureau of Prisons, Justice Department 2 3 UNITED / STATES / GOVERNMENT JUSTICE / DEPARTMENT / PRISONS / BUREAU / OF Bureau of Prisons, Justice Department 2 3 UNITED / STATES / GOVERNMENT JUSTICE / DEPARTMENT / PRISONS / BUREAU / OF

© 2002 South-Western Educational Publishing Indexing Rule 10  State and local government names  First indexing units names of state, province, county, city, town, etc.  Followed by most distinctive name of board, department, office, etc.  State and local government names  First indexing units names of state, province, county, city, town, etc.  Followed by most distinctive name of board, department, office, etc. Dept. of Public Safety, Phoenix, AZ ARIZONA / PUBLIC / SAFETY / DEPT / OF Dept. of Public Safety, Phoenix, AZ ARIZONA / PUBLIC / SAFETY / DEPT / OF

© 2002 South-Western Educational Publishing Indexing Rule 10  Foreign government names  English translation used for indexing records  Begin with most distinctive name followed by branches, departments, divisions, etc.  Foreign government names  English translation used for indexing records  Begin with most distinctive name followed by branches, departments, divisions, etc. Bundesrepublick Deutschland GERMANY / FEDERAL / REPUBLIC / OF Bundesrepublick Deutschland GERMANY / FEDERAL / REPUBLIC / OF

© 2002 South-Western Educational Publishing Cross-Reference  Shows alternate name for a record  Shows the location of the record LITTLE GREETINGS 309 Little Greetings A Division of Card Shop 836 Elm Street Iowa City, IA LITTLE GREETINGS 309 Little Greetings A Division of Card Shop 836 Elm Street Iowa City, IA Card Record Cross-reference CARD SHOP 309X SEE LITTLE GREETINGS CARD SHOP 309X SEE LITTLE GREETINGS

© 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for  Divisions and subsidiaries  Prepare cross-references for  Divisions and subsidiaries WEST ONE BANK 306 West One Bank A Division of US Bancorp 489 Maple Ave. Iowa City, IA WEST ONE BANK 306 West One Bank A Division of US Bancorp 489 Maple Ave. Iowa City, IA Card Record Cross-reference US BANCORP 306X SEE WEST ONE BANK US BANCORP 306X SEE WEST ONE BANK

© 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for CARPET BARN THE 406 The Carpet Barn 983 Russell Road Lexington, KY (Formerly named Floors to Go) CARPET BARN THE 406 The Carpet Barn 983 Russell Road Lexington, KY (Formerly named Floors to Go) Card Record Cross-reference FLOORS TO GO 406X SEE CARPET BARN THE FLOORS TO GO 406X SEE CARPET BARN THE  Changed names

© 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for NORTHWEST LUMBER CO 506 Northwest Lumber Co. 350 Highway 90 Tipton, IN NORTHWEST LUMBER CO 506 Northwest Lumber Co. 350 Highway 90 Tipton, IN Card Record Cross-reference NORTH WEST 506X SEE ALSO NORTHWEST NORTH WEST 506X SEE ALSO NORTHWEST  Similar names

© 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for K LINE 606 K Line 850 SW High Street Portland, OR K LINE 606 K Line 850 SW High Street Portland, OR Card Record Cross-reference KAWASAKI KISEN 606X KAISHA LTD SEE K LINE KAWASAKI KISEN 606X KAISHA LTD SEE K LINE  Foreign business names

© 2002 South-Western Educational Publishing Subject Files  Used in alphabetic files for records likely to be requested by subject  Applications for employment  Bids or projects  Special promotions or events  Branch office memos and other information  Used in alphabetic files for records likely to be requested by subject  Applications for employment  Bids or projects  Special promotions or events  Branch office memos and other information

© 2002 South-Western Educational Publishing Subject Files  Main subject used for key unit  Subtitles coded next  Personal or business name coded last  Main subject used for key unit  Subtitles coded next  Personal or business name coded last Key UnitUnit 2Unit 3Unit 4Unit 5 APPLICATIONSCASHIERADAMSHOLLY APPLICATIONSCASHIERFUNGKAREN APPLICATIONSRECORDSCLERKCLAYCHERYL APPLICATIONSRECORDSCLERKOWINGSJERRY Key UnitUnit 2Unit 3Unit 4Unit 5 APPLICATIONSCASHIERADAMSHOLLY APPLICATIONSCASHIERFUNGKAREN APPLICATIONSRECORDSCLERKCLAYCHERYL APPLICATIONSRECORDSCLERKOWINGSJERRY