Electronic Filing and Calculating

Prefixes—Articles and Particles Rule 6 Prefixes—Articles and Particles

Rule 6 A foreign article or particle in personal or business names are combined with part of the name following it to form a single indexing unit. Indexing order is not affected by a space between prefix and name. Upper and lowercase prefixes are treated same. Punctuation is omitted. 1. and 2. Susan De la Guardia = DELAGUARDIA/SUSAN

Rule 6 (con’t) Examples of articles and particles are: a la, D’, Da, De, Del, De la, Della, Den, Des, Di, Dos, Du, E’, El, Fitz, Il, L’, La, Las, Le, Les, Lo, Los, M’, Mac, Mc, O’, Per, Saint, San, Santa, St., Ste., Te, Ten, Ter, Van, Van de, Van den, Van der, Von, Von der In order to index these foreign articles and particles with the names correctly, you must be able to recognize prefixes. El means the De means of Mac means son of

Practice Rule 6 Study examples of Rule 6 on page 36 Complete together Self-Check 7, Group C on page 38

Numbers in Business Names Rule 7 Numbers in Business Names

Rule 7 Numbers spelled out in business names are filed alphabetically. Numbers written in digits are filed in ascending order before alphabetic letters or words. Arabic numerals are filed before Roman numerals (2, 3, II, III). Seven Acres Inn B4 Photography is filed before Block Building Co. 229 Shop, Atlanta Soda Company.

Rule 7 (con’t) Names with numbers appearing in other than the first position (Studio 5) are filed alphabetically and immediately before a similar name without a number (Studio Film). When indexing number written in digit form that contain ordinals like st, d, th (1st, 2d, 4th), ignore the letter endings and consider only the digits (1, 2, 4).

Rule 7 (con’t) Names with inclusive numbers (33-37) are arranged by the first digit(s) only (33). Index hyphenated numbers that are not inclusive (20-20) as one filing unit (2020). File names with numbers in positions other than the first position (Cars 2 Go) go before similar names without a number. 1. What does inclusive mean? Inclusive Numbers When dealing with ranges of numbers (such as page numbers and years), carry over all the digits that change and include at least two digits for the second number. Such inclusive numbers use an en dash rather than a hyphen. pages 1,004–05 1991–94 1889–1922 2. Hyphens are used to separate non-inclusive numbers, such as phone numbers or social security numbers. 412-555-1212 3. Cars 2 Go before Cars A Go Go

Practice Rule 7 Study examples of Rule 7 on page 36 Complete together Self-Check 8, Group B on page 41

Organizations and Institutions Rule 8 Organizations and Institutions

Rule 8 Banks and other financial institutions, clubs, colleges, hospitals, hotels, lodges, magazines, motels, museums, newspapers, religious institutions, schools, unions, universities, and other organizations and institutions are indexed alphabetically and filed according to the names on their letterheads. The word The is never a key unit in a name.

Rule 8 (con’t) Names of organizations, institutions, and associations that begin with words and phrases shown are indexed as written. American Society of … Association of … Bank of … Church of … College/University of … Committee of … Hotel/Motel Institute of … Order of/Society of …

Practice Rule 8 Study examples of Rule 8 on page 37 Complete together Exercise 7, Group B on page 43