RECORDS MANAGEMENT Judith Read and Mary Lea Ginn Chapter 2 Alphabetic Indexing Rules 1-4 Copyright 2011 South-Western, Cengage Learning

Need for Alphabetic Order Filling or storage method Alphabetic filing method – Records arranged by letters of the alphabet – Variations exist in some systems Filing rules – Ensure consistency in storage procedures – ARMA International publishes rules and guidelines 2

Indexing Determining the name by which a record will be stored Filing segment – Name or subject selected – Should be the name by which the record will be requested 3

Indexing Units Words that make up the filing segment Key unit – The first unit in a filing segment – Not necessarily the first word in the name Indexing order 4

Coding Marking the filing segment – Place diagonals between the units – Underline the key (first) unit – Number the remaining units Indexing rules – Determine how segments are ordered – Help ensure consistency 5

Rule 1: Indexing Order of Units Personal names – The surname (last name) is first – The given name (first name) is second – The middle name or initial is third 6

Rule 1: Indexing Order of Units Business names – Indexed as written – Letterheads or trademarks used as guides 7

Rule 2: Minor Words and Symbols Business names – Articles, prepositions, conjunctions, and symbols are separate indexing units – Symbols are spelled in full – “The” is the last unit 8

Rule 3: Punctuation and Possessives All punctuation is disregarded – In business names – In personal names 9

Rule 4: Single Letters & Abbreviations Personal names – Initials are separate indexing units – Nicknames are indexed as written 10

Rule 4: Single Letters & Abbreviations Business names – Single letters are indexed as written – An acronym or abbreviation is indexed as one unit – Radio and TV call letters are indexed as one unit 11

Cross-Referencing Copy of a record or a cross-reference sheet – Shows the name in a form other than that used on the original record – Indicates the storage location of the original record Should be done with discretion – Too many cross-references crowd the files – Each one takes valuable time to prepare 12

Cross-Reference Examples Personal names – Unusual or easily confused names – Hyphenated surnames 13

Cross-Reference Examples Personal names – Alternate names – Similar surnames 14

Cross-Reference Examples Business names – Compound names 15

Cross-Reference Examples Business names – Names with abbreviations and acronyms 16