Transcript Records Management 8th Edition

OST184 Records Management
Chapter 4
Alphabetic Indexing
Rules 9 and 10
Rule 9 - Identical Names
When personal, business, or organizational names are
identical, the filing order is determined by the address in
this order:
1.
City name
4
2.
State or province name
3505 Arendell Street
3.
Street name
Morehead City, NC
4.
House or building number
1
3
2
Rule 9 - Identical Names
Street Names (Avenue, Boulevard, Drive, and Street)
• If first units of streets names are written in numbers (35th Street) the names are considered in ascending order (1, 2, 3) and placed
before alphabetic street names.
18th Street would come before Eighteenth Street
1st Avenue would come before First Avenue
• Street names with compass directions are considered as written.
SE Park Street would come before South Park Street
3505 North Arendell would come before 3505 South Arendell
1301 East Ninth Street would come before 1301 Ninth Street
• Numbers written as digits after compass directions are considered
before alphabetic names.
East 8th Street would come before East Main Street
Sandusky Drive would come before South Eighth Avenue
Rule 9 - Identical Names
House or Building Numbers
•
House and building numbers written as digits are
considered in ascending order and placed together
before spelled-out building names.
8 Riverside Terrace – Eight Riverside Terrace
11 Park Avenue South – One Park Avenue
•
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.
Examples of Rule 9- Page 83
Names of Cities Used to Determine Filing Order
Key Unit
Unit 2
Unit 3
Unit 4
Seaside
Inn
Oceanside CA
Seaside
Inn
Oceanside NJ
Seaside
Inn
Oceanside WA
Seaside
Inn
Ventura
CA
Examples of Rule 9 – Page 83
Names of States and Provinces Used to Determine Filing Order
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
Spencer
Anita
J
Fenwick
ON
Spencer
Anita
J
Fenwick
WV
Toppers
Restaurant Clifton
AZ
Toppers
Restaurant Clifton
TN
Toppers
Restaurant Clifton
TX
Toppers
Restaurant Clifton
WI
Examples of Rule 9 – Page 84
Names of Streets Used to Determine Filing Order
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
Unit 6
Subs2Go
Houston
TX
8
St
Subs2Go
Houston
TX
48
St
Subs2Go
Houston
TX
Carter
Ave
Subs2Go
Houston
TX
Carter
St
12800
Subs2Go
Houston
TX
Carter
St
18800
Subs2Go
Houston
TX
SW
15
St
Subs2Go
Houston
TX
SW
Eighth
St
Subs2Go
Houston
TX
SW
Pecan
Dr
Subs2Go
Houston
TX
Tyler
Way
296
Complete the
Rule 9 Self-Check
on page 85
(see next slide)
a.
United Methodist Church
1250 SE Concord
Salisbury, MA
Yes
d.
The Burger Barn
1015 17th Street
Pittsburgh, PA
United Methodist Church
2725 N 48th Street
Salisbury, VT
The Burger Barn
11500 8th Street
Pittsburg, PA
b.
Ms. Andrea Moore
4550 SE Flavel St.
Salem, OR
e.
Mr. Daniel L. Gerson
8th and Grand Streets
Melbourne, FL
No
Ms. Andrea Moore
975 Cedar Street.
Salem, MA
Mr. Daniel L. Gerson
16875 Carnation Way
Madeira Beach, FL
c.
The Granite Times
One Martin Street
Granite, OK
f.
Key West Bank
210 N Elgin Blvd.
St. Louis, MO
The Granite Times
371 Martin Street
Granite, OK
No
Key West Bank
150 S Elgin Ave.
St. Louis, MO
No
No
Yes
Chapter 4 Questions Activity 4-3
a.
a.
Vantage Point Spa
2d Avenue
Raleigh, NC
b.
Country Kitchen
34th Avenue
Newark, NJ
b.
22nd Street Photo Lab
Van Delivery Service
a. Admiral Girard T. Schulte
b. Schueler-Dillworth Designs
c.
c.
Vantage Point Spa
31st Street
Erie, PA
d.
c. Muriel Schumacher
Country Kitchen
18th Street
Newark, NJ
d.
Mrs. Melinda R. Van Arsdale
e.
10 Little Indians Day Care
d. Heather Schuman-Lee
e. The Schuman Education
Center
e.
Vantage Point Spa
Eastern Parkway
Blacksburg, VA
b–d–e–c-a
Country Kitchen
First Avenue
Newark, NJ
d–b–c–a–e
b–a–c–e–d
Rule 10 - Government Names
A. Local and Regional
• First indexing unit is the name of the county, city, town,
township, or village.
Charlotte Sanitation Department
• Next, index the most distinctive name of the government
or political division.
Charlotte Sanitation Department
Charlotte Trash Department
• If “of” is a part of the official name as written, it is added
as an unit. ( “County of,” “City of,” “Department of”)
Name:
Charlotte Department of Environmental Health
Indexed:
Charlotte Environmental Health Department of
Examples of Rule 10A – Page 88
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
County of Alameda
Aquatic Center
Alameda
County
Of
Aquatic
Center
City of Arlington
Public Library
Arlington
City
Of
Public
Library
City of Arlington
Senior Center
Arlington
City
Of
Senior
Center
Ashley County
Dept. of Elections
Ashley
County
Elections
Dept
Of
Augusta City
Water Works
Augusta
City
Water
Works
Baker County
Bureau of Licenses
Baker
County
Licenses
Bureau
Of
City of Banks
Water Dept.
Banks
City
Of
Water
Department
Barstow Municipal
Court
Barstow
Municipal
Court
Benton City Hall,
Benton, GA
Benton
City
Hall
Benton
GA
Mayor’s Office,
Benton, GA
Benton
Mayors
Office
Benton
GA
Complete Rule 10A - Self-Check - Page 88
Key
2
3
4
5
6
7
Douglas City Library,
Douglas, AL
Douglas
City
Library
Douglas
AL
City of Douglas, Water
Bureau, Douglas, AZ
Douglas
City
Of
Water
Bureau
Douglas
AZ
Douglas County
Emergency Service
Douglas
County
Emergency
Service
City of Douglas
Human Resources
Department, Douglas,
MA
Douglas
City
Of
Human
Resources
Department
Douglas
City of Douglas Public
Library, Douglas, GA
Douglas
City
Of
Public
Library
Douglas
GA
Douglas City Public
Works
Douglas
City
Public
Works
Department
Douglas City Hall,
Douglas, MI
Douglas
City
Hall
Douglas
MI
Douglas County
Circuit Court
Douglas
County
Circuit
Court
Rule 10 - Government Names
B. State Government Names
•
The first indexing unit is the name of the state of
province.
•
Then, index the most distinctive name of the
department, board, bureau, office, or
government/political division.
•
The words State of, Province of, Department of, etc.
are retained for clarity and are considered separate
indexing units.
•
If “of” is not a part of the official name as written, it is
not added as an indexing unit.
Rule 10B - State or Government Names – Page 89
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
Unit 6
Michigan Dept.
of Community
Health
Michigan
Community
Health
Dept
Michigan Dept.
of Education
Michigan
Education
Dept
Of
Michigan Dept.
of Labor
Michigan
Labor
Dept
Of
Michigan Natural
Resources
Michigan
Natural
Resources
Michigan State
Attorney General
Michigan
State
Attorney
General
Michigan Dept.
of State
Michigan
State
Dept
Of
State of
Michigan Dept.
of Aging
Michigan
State
Of
Aging
Dept
Of
State of
Michigan Civil
Service Dept.
Michigan
State
Of
Civil
Service
Dept
Secretary of
Education State
of Michigan
Michigan
State
Of
Education Secretary
Michigan State
Police
Michigan
State
Police
of
of
Complete the “Rule 10B” Self-Check on Page 90.
Key
2
3
4
5
6
7
Washington
State
Employment
Department
Washington
State
Employment
Department
State of
Washington,
Dept. of
Transportation,
Highway
Division
Washington
State
Of
Transportation
Dept
Of
Highway
Washington
Dept. of Justice,
Child Support
Division
Washington
Justice
Dept
Of
Child
Support
Division
State of
Washington,
Governor’s
Office
Washington
State
Of
Governor’s
Office
Washington,
Dept. of
Corrections,
Walla Walla,
Prison
Washington
State
Of
Corrections
Dept
Of
Walla
Washington
State Patrol
Washington
State
Patrol
Continued on next slide
Rule 10B Self-Check (cont’d)
Key
2
3
4
Washington State
Legislature, Ways
and Means
Committee
Washington
State
Legislature
Ways
Washington
Veterans’ Affairs
Department
Washington
Veterans
Affairs
Department
State of
Washington,
Secretary of State
Washington
State
Of
Washington Dept.
of Human Services
Washington
Human
Dept. of Services
for the Blind, State
of Washington
Washington
State
Washington State
Museum
Washington
State
Museum
Washington State
Law Library
Washington
State
Law
Library
Office of the
Attorney General,
State of
Washington
Washington
State
Of
Attorney
5
6
And
Means
Secretary
Of
State
Services
Dept
of
Of
Services
For
The
7
Committee
Blind
8 – Dept
9 - of
General
Office
Of
8 - the
Rule 10C - Federal Government Names
Use three indexing levels for the United States
Government
• First level: United States Government (ALWAYS)
• Second level: Name of department
• Third level: Most distinctive name
U.S. Department of Agriculture
2
3
Level 1 – United States Government
4
5
6
Level 2 – Agriculture Department of
Examples of Rule 10C – Page 91
LEVEL 1 – United States Government
Level 2
Level 2
National Weather Service,
Dept. of Commerce
Commerce Dept (of)
National Weather Service
Office of Civil Rights, Dept.
of Education
Education Dept (of)
Civil Rights Office (of)
Dept. of Health and Human
Services
Health and Human Services Dept (of)
Energy Assurance Office,
Dept. of Homeland Security
Homeland Security Dept (of)
Energy Assurance Office
Bureau of Reclamation,
Dept. of the Interior
Interior Dept (of the)
Reclamation Bureau (of)
Federal Bureau of
Investigation, Dept. of
Justice
Justice Dept (of)
Investigation Federal
Bureau (of)
Federal Bureau of Prisons,
Dept. of Justice
Justice Dept (of)
Prisons Federal Bureau
(of)
Global Affairs, Dept. of
State
State Dept (of)
Global Affairs
Federal Aviation Adm.,
Dept. of Transportation
Transportation Dept (of)
Federal Aviation Adm
Internal Revenue Service,
Dept. of the Treasury
Treasury Dept (of the)
Internal Revenue Service
Bureau of Public Debt,
Dept. of the Treasury
Treasury Dept (of the)
Public Debt Bureau (of)
Complete “Rule 10C” Self-Check on Page 92.
LEVEL 1 – United States Government
Level 2
Level 3
National Park Service, Dept. of
the Interior
Interior Dept (of the)
National Park Service
Marshals Service, Dept. of
Justice
Justice Dept (of)
Marshals Service
National Nuclear Security
Adm., Dept. of Energy
Energy Dept (of)
National Nuclear Security
Administration
Fish & Wildlife Service, Dept. of
Interior Dept (of the) Fish and Wildlife Service
the Interior
Bureau of Land Management,
Dept. of the Interior
Interior Dept (of the)
Land Management Bureau (of)
Federal Bureau of Prisons,
Dept. of Justice
Justice Dept (of)
Prisons Federal Bureau (of)
Power Administrations, Dept. of
Energy
Energy Dept (of)
Power Administrations
Drug Enforcement
Administration, Dept. of Justice
Justice Dept (of)
Drug Enforcement Administration
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.
Complete “Rule 10D” Self-Check on Page 93.
Foreign Gov. Name
Key
1
2
Replublique de Guinee
Guinea
Republic
of
Lietuvos Respublika
Lithuania
Republic
Of
Hrvatska Republika
Croatia
Republic
Of
Republica del Ecuador
Ecuador
Republic
Of
Nippon
Japan
Respublikasinin Azerbaycan
Azerbaijan
Republic
of
Cross-Reference
Foreign Business Names
•
Original spelling is often in the foreign language.
•
Translate into English for coding purposes.
•
Cross-reference sheet is prepared and placed in order by the foreign
business name.
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.
Complete the “Cross-Referencing” Self-Check on page 98.
Key
2
3
4
Hotel Vier
jahreszeiten
Four
Seasons
Hotel
Repubblika ta’
Malta
Malta
Republic
Of
Socitete
Europeene
des Satellite
European
Society
Of
Satellites
Republica
Bolivariana de
Venezuela
Venezuela
Republic
Of
Bolivarian
Ristorante do
Leoni
Two
Lions
Restaurant
The
Kongeriket
Norge
Norway
Kingdom
of
Subjects Within An
Alphabetic Arrangement



Within an alphabetic arrangement, records may
sometimes be stored and retrieved more
conveniently by a subject title than by a specific
name.
Beware of using so many subjects that the
arrangement becomes primarily a subject
arrangement with alphabetic names as subdivisions.
Typical examples:
Applications
Bids or projects
Special promotions or celebrations
Examples of Subjects Within an Alphabetic Arrangement
Key Unit
Unit 2
Unit 3
Unit 4
Unit 5
Applications
Assistant
Bianchi
Jason
Applications
Assistant
Fung
Brenda
Applications
Cashier
Corbett
Lucy
Applications
Cashier
Jennings
Kenneth
Applications
Data
Entry
Neally
Joyce
Applications
Data
Entry
Rodrigez
Luis
Applications
Records
Clerk
Adamson
Cody
Applications
Records
Clerk
Osuna
Jamella
Applications
Records
Supervisor
Kakazu
Nancy
Applications
Records
Supervisor
Waasserman
Robert
Applications
Sales
Representative
Gusilli
Brian
Applications
Sales
Representative
Gagliardo
Carmella