Transcript Records Management 8th Edition

OST184
Records
Management
Rule 5 - Titles and Suffixes
A. Personal Names
A suffix or title is always the last indexing unit.
• A title before a name
Dr., Miss, Mrs., Mrs., Ms., Professor, Sir
• A seniority suffix
II, III, Jr., Sr.
• A professional suffix
CRM, DDS, Mayor, M.D., Ph.D., Senator
Rule 5 - Titles and Suffixes (cont’d)
• Numeric suffixes (II, III) are filed before
alphabetic suffixes (Jr., Mayor, Senator)
John Smith, II and then John Smith, Jr.
• If a name contains both a title and a suffix,
the title is the last unit.
Wheeler Lucy DVM Mrs
Jones Bruce III Mr
• Royal and religious titles followed by either
a given name or a surname only are
indexed and filed as written.
Father Leo, Princess Anne
Examples of Rule 5A
Rule 5 - Titles and Suffixes
B. Business Names
Titles in business names are indexed as written.
Complete the “Rule 5” Self-Check on page 60.
Rule 6: Prefixes, Articles, and Particles
 A foreign article or particle in a personal or business
name is combined with the part of the name following it
to form a single indexing unit.
 The indexing order is not affected by a space between a
prefix and the rest of the name, and the space is
disregarded when indexing.
a la
Il
Per
D’, Da, De, Del, De La,
Della, Des, Di, Dos, Du
E’, El
Fitz
L’, La, Las, Le,
Les, Lo, Los
M’, Mac, Mc
O’
Saint, San, Santa,
Santo, St., Ste.
Te, Ten, Ter
Van, Van de, Van
der, Von, Von der
Examples of Rule 6
Complete the “Rule 6” Self-Check on page 63.
Rule 7 - Numbers in Business Names
 Numbers spelled out (Seven Lakes Nursery)
in business names are filed alphabetically.
 Numbers written in digits are filed before
alphabetic letters or words.
 Names with numbers written in digits in the
first units are filed in ascending order (lowest
to highest number) before alphabetic names
229 Club - 534 Shop - First National Bank
 Arabic numerals (1, 2, 3) are filed before
Roman numerals (I, II, III)
Rule 7 - Numbers in Business Names (con’t’)
 Names with inclusive numbers are arranged
by the first digit(s) only. (20-39 Singles Club)
 Names with numbers appearing in other than
the first position are filed alphabetically and
immediately before a similar name without a
number
Pier 36 Café - Pier and Port Cafe
 When indexing names with numbers written
in digit form that contain st, d, and th (1st, 2d,
3d, 4th), ignore the letter endings and
consider only the digits (1, 2, 3, 4).
Examples of Rule 7
Complete the “Rule 7” Self-Check on page 66.
Rule 8 - Organizations and Institutions
Indexed and filed according to the names
written on their letterheads
Examples of organizations and institutions
Banks
Hotels
Newspapers
Clubs
Lodges
Religious institutions
Colleges
Magazines Schools
Hospitals
Museums Unions
Examples of Rule 8
Complete the “Rule 8” Self-Check on page 69.
Complete the
“Rules 5-8” Self-Check
on pages 69-70.
Cross-Referencing
Popular and Coined Names
Cross-Referencing
Hyphenated Names
Cross-Referencing
Divisions and Subsidiaries
Cross-Referencing
Changed Names
Cross-Referencing
Similar Names
Complete the “Cross-Referencing” Self-Check on page 73.