7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 2 Alphabetic Indexing Rules 1–5

© 2002 South-Western Educational Publishing Business Records  Provide information to aid in making decisions  Must be stored for efficient information retrieval

© 2002 South-Western Educational Publishing ARMA  Acronym for Association of Records Managers and Administrators, Inc.  Publishes Simplified Filing Standard Rules to aid in records management

© 2002 South-Western Educational Publishing Alphabetic Storage Method  A common filing or storage method  Records arranged according to the letters of the alphabet Taxes Projects Applications

© 2002 South-Western Educational Publishing Indexing  The mental process of determining the filing segment (name) by which a record is to be stored  A filing segment contains units BAILEY / CLOTHING / STORE Filing Segment Key UnitUnit 2Unit 3

© 2002 South-Western Educational Publishing Coding  Marking a record to indicate the name, subject, or number by which it is to be stored BAILEY / CLOTHING / STORE Key UnitUnit 2Unit 3 Underline the key unit Number remaining units 23 Place a diagonal between units

© 2002 South-Western Educational Publishing Indexing Rule 1  Personal names indexing order  Surname (last name)  Given (first) name or initial  Middle name or initial  Personal names indexing order  Surname (last name)  Given (first) name or initial  Middle name or initial  Business names indexed as written 2 3 SIEBERT / EDITH / ANN 2 3 SIEBERT / EDITH / ANN 2 SIEBERT / HARDWARE 2 SIEBERT / HARDWARE

© 2002 South-Western Educational Publishing Indexing Rule 2  Minor words in business names considered separate units  Articles: a, an, the  Prepositions: at, in, out, on, with, for, by  Conjunctions: and, but, or, nor  Minor words in business names considered separate units  Articles: a, an, the  Prepositions: at, in, out, on, with, for, by  Conjunctions: and, but, or, nor  Symbols considered spelled in full GOLF / BY / THE / SHORE GOLF / BY / THE / SHORE $ & Deal Store DOLLAR / AND / DEAL / STORE $ & Deal Store DOLLAR / AND / DEAL / STORE

© 2002 South-Western Educational Publishing Indexing Rule 3  All punctuation disregarded when indexing  Personal names  All punctuation disregarded when indexing  Personal names “A-OK” Pilot Shop 2 3 AOK / PILOT / SHOP “A-OK” Pilot Shop 2 3 AOK / PILOT / SHOP  Business names Rosetta Allen-Carter 2 ALLENCARTER / ROSETTA Rosetta Allen-Carter 2 ALLENCARTER / ROSETTA

© 2002 South-Western Educational Publishing Indexing Rule 4  Single letters and abbreviations  Personal names – Separate units as written  Single letters and abbreviations  Personal names – Separate units as written US Bancorp, Inc. 2 3 US / BANCORP / INC US Bancorp, Inc. 2 3 US / BANCORP / INC  Business names – Indexed as written Wm. T. Albania 2 3 ALBANIA / WM / T Wm. T. Albania 2 3 ALBANIA / WM / T WFLW Radio 2 WFLW / RADIO WFLW Radio 2 WFLW / RADIO

© 2002 South-Western Educational Publishing Indexing Rule 5  Titles and suffixes  Personal names – Separate units after the name  Titles and suffixes  Personal names – Separate units after the name Mr. Video Corner 2 3 MR / VIDEO / CORNER Mr. Video Corner 2 3 MR / VIDEO / CORNER  Business names – Indexed as written Ms. Ada Johnson, CPA JOHNSON / ADA / CPA / MS Ms. Ada Johnson, CPA JOHNSON / ADA / CPA / MS

© 2002 South-Western Educational Publishing Card Record  Used for storing information that is referenced often  Provides the durability to withstand frequent handling  Often called a unit record or unitized record because it contains one main item or piece of information

© 2002 South-Western Educational Publishing Card Record Example RAMIREZ ROSA MS 105 Ms. Rosa Ramirez 350 Arbury Drive Iowa City, IA RAMIREZ ROSA MS 105 Ms. Rosa Ramirez 350 Arbury Drive Iowa City, IA Name and address as written Code number of card Name of person or business in indexing order

© 2002 South-Western Educational Publishing Cross-Reference  Shows alternate name for a record  Shows the location of the record CRAFT AND BURNS INC 106 Craft & Burns, Inc. 489 Maple Ave. Iowa City, IA CRAFT AND BURNS INC 106 Craft & Burns, Inc. 489 Maple Ave. Iowa City, IA Card Record Cross-reference BURNS AND CRAFT INC 106X SEE CRAFT AND BURNS INC BURNS AND CRAFT INC 106X SEE CRAFT AND BURNS INC

© 2002 South-Western Educational Publishing Cross-Reference Unusual names Hyphenated surnames Alternate names Similar names Compound names Abbreviations and acronyms Popular or coined names Hyphenated names  Prepare cross-references for  Business names  Personal names