1. 7 th Edition  Read-Smith, Ginn Records Management © 2002 South-Western Educational Publishing Chapter 3 Alphabetic Indexing Rules 6–10

2. © 2002 South-Western Educational Publishing Indexing Rule 6  Prefixes (articles and particles) indexed as written  Disregard spaces  Index as one unit  Prefixes (articles and particles) indexed as written  Disregard spaces  Index as one unit Van der Hoff Seed Company 2 3 VANDERHOFF / SEED / COMPANY Van der Hoff Seed Company 2 3 VANDERHOFF / SEED / COMPANY Gary Del Carrpio 2 DELCARRPIO / GARY Gary Del Carrpio 2 DELCARRPIO / GARY

3. © 2002 South-Western Educational Publishing Indexing Rule 7  Numbers in business names  Spelled-out numbers filed alphabetically  Numbers written in digits filed in ascending order  Arabic numerals filed before Roman numerals  Inclusive numbers filed by first digit(s)  Numbers in business names  Spelled-out numbers filed alphabetically  Numbers written in digits filed in ascending order  Arabic numerals filed before Roman numerals  Inclusive numbers filed by first digit(s)

4. © 2002 South-Western Educational Publishing Indexing Rule 7  Examples Key UnitUnit 2Unit 3Unit 4 7 DAYFOODMART 21CENTURYGRAPHICS FIFTHSTREETDINER I80TOWINGINC ONEMAINPLACE SIXTYSIXAUTOCLUB Key UnitUnit 2Unit 3Unit 4 7 DAYFOODMART 21CENTURYGRAPHICS FIFTHSTREETDINER I80TOWINGINC ONEMAINPLACE SIXTYSIXAUTOCLUB

5. © 2002 South-Western Educational Publishing Indexing Rule 8  Organizations and institutions  Indexed as written  Use name from letterhead  Organizations and institutions  Indexed as written  Use name from letterhead JFK High School 2 3 JFK / HIGH / SCHOOL JFK High School 2 3 JFK / HIGH / SCHOOL 1st Christian Church 2 3 1 / CHRISTIAN / CHURCH 1st Christian Church 2 3 1 / CHRISTIAN / CHURCH First Farmers’ Bank 2 3 FIRST / FARMERS / BANK First Farmers’ Bank 2 3 FIRST / FARMERS / BANK The Homeless Shelter 2 3 HOMELESS / SHELTER / THE The Homeless Shelter 2 3 HOMELESS / SHELTER / THE

6. © 2002 South-Western Educational Publishing Indexing Rule 9  Identical names—filing order determined by  City  State or province  Street names  House or building numbers  Identical names—filing order determined by  City  State or province  Street names  House or building numbers

7. © 2002 South-Western Educational Publishing Indexing Rule 9  Examples Key UnitUnit 2Unit 3Unit 4Unit 5Unit 6Unit 7 MOMSDINERALBANYKY MOMS DINERALBANYNY MOMSDINERCUSTERKYAPPLE RD MOMSDINERCUSTERKYSOUTH AVE56 MOMSDINERCUSTERKYSOUTHAVE193 Key UnitUnit 2Unit 3Unit 4Unit 5Unit 6Unit 7 MOMSDINERALBANYKY MOMS DINERALBANYNY MOMSDINERCUSTERKYAPPLE RD MOMSDINERCUSTERKYSOUTH AVE56 MOMSDINERCUSTERKYSOUTHAVE193

8. © 2002 South-Western Educational Publishing Indexing Rule 10  Government names indexed by  Name of the governmental unit  Followed by distinctive name of department, bureau, office, or board  Government names indexed by  Name of the governmental unit  Followed by distinctive name of department, bureau, office, or board

9. © 2002 South-Western Educational Publishing Indexing Rule 10  Federal government names  United States Government first three units  Office of, Department of, etc. separate indexing units  Federal government names  United States Government first three units  Office of, Department of, etc. separate indexing units Bureau of Prisons, Justice Department 2 3 UNITED / STATES / GOVERNMENT 4 5 6 7 8 JUSTICE / DEPARTMENT / PRISONS / BUREAU / OF Bureau of Prisons, Justice Department 2 3 UNITED / STATES / GOVERNMENT 4 5 6 7 8 JUSTICE / DEPARTMENT / PRISONS / BUREAU / OF

10. © 2002 South-Western Educational Publishing Indexing Rule 10  State and local government names  First indexing units names of state, province, county, city, town, etc.  Followed by most distinctive name of board, department, office, etc.  State and local government names  First indexing units names of state, province, county, city, town, etc.  Followed by most distinctive name of board, department, office, etc. Dept. of Public Safety, Phoenix, AZ 2 3 4 5 ARIZONA / PUBLIC / SAFETY / DEPT / OF Dept. of Public Safety, Phoenix, AZ 2 3 4 5 ARIZONA / PUBLIC / SAFETY / DEPT / OF

11. © 2002 South-Western Educational Publishing Indexing Rule 10  Foreign government names  English translation used for indexing records  Begin with most distinctive name followed by branches, departments, divisions, etc.  Foreign government names  English translation used for indexing records  Begin with most distinctive name followed by branches, departments, divisions, etc. Bundesrepublick Deutschland 2 3 4 GERMANY / FEDERAL / REPUBLIC / OF Bundesrepublick Deutschland 2 3 4 GERMANY / FEDERAL / REPUBLIC / OF

12. © 2002 South-Western Educational Publishing Cross-Reference  Shows alternate name for a record  Shows the location of the record LITTLE GREETINGS 309 Little Greetings A Division of Card Shop 836 Elm Street Iowa City, IA 52245-0350 LITTLE GREETINGS 309 Little Greetings A Division of Card Shop 836 Elm Street Iowa City, IA 52245-0350 Card Record Cross-reference CARD SHOP 309X SEE LITTLE GREETINGS CARD SHOP 309X SEE LITTLE GREETINGS

13. © 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for  Divisions and subsidiaries  Prepare cross-references for  Divisions and subsidiaries WEST ONE BANK 306 West One Bank A Division of US Bancorp 489 Maple Ave. Iowa City, IA 52245-0350 WEST ONE BANK 306 West One Bank A Division of US Bancorp 489 Maple Ave. Iowa City, IA 52245-0350 Card Record Cross-reference US BANCORP 306X SEE WEST ONE BANK US BANCORP 306X SEE WEST ONE BANK

14. © 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for CARPET BARN THE 406 The Carpet Barn 983 Russell Road Lexington, KY 40536-0084 (Formerly named Floors to Go) CARPET BARN THE 406 The Carpet Barn 983 Russell Road Lexington, KY 40536-0084 (Formerly named Floors to Go) Card Record Cross-reference FLOORS TO GO 406X SEE CARPET BARN THE FLOORS TO GO 406X SEE CARPET BARN THE  Changed names

15. © 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for NORTHWEST LUMBER CO 506 Northwest Lumber Co. 350 Highway 90 Tipton, IN 46072-0350 NORTHWEST LUMBER CO 506 Northwest Lumber Co. 350 Highway 90 Tipton, IN 46072-0350 Card Record Cross-reference NORTH WEST 506X SEE ALSO NORTHWEST NORTH WEST 506X SEE ALSO NORTHWEST  Similar names

16. © 2002 South-Western Educational Publishing Cross-Reference  Prepare cross-references for K LINE 606 K Line 850 SW High Street Portland, OR 97210-1850 K LINE 606 K Line 850 SW High Street Portland, OR 97210-1850 Card Record Cross-reference KAWASAKI KISEN 606X KAISHA LTD SEE K LINE KAWASAKI KISEN 606X KAISHA LTD SEE K LINE  Foreign business names

17. © 2002 South-Western Educational Publishing Subject Files  Used in alphabetic files for records likely to be requested by subject  Applications for employment  Bids or projects  Special promotions or events  Branch office memos and other information  Used in alphabetic files for records likely to be requested by subject  Applications for employment  Bids or projects  Special promotions or events  Branch office memos and other information

18. © 2002 South-Western Educational Publishing Subject Files  Main subject used for key unit  Subtitles coded next  Personal or business name coded last  Main subject used for key unit  Subtitles coded next  Personal or business name coded last Key UnitUnit 2Unit 3Unit 4Unit 5 APPLICATIONSCASHIERADAMSHOLLY APPLICATIONSCASHIERFUNGKAREN APPLICATIONSRECORDSCLERKCLAYCHERYL APPLICATIONSRECORDSCLERKOWINGSJERRY Key UnitUnit 2Unit 3Unit 4Unit 5 APPLICATIONSCASHIERADAMSHOLLY APPLICATIONSCASHIERFUNGKAREN APPLICATIONSRECORDSCLERKCLAYCHERYL APPLICATIONSRECORDSCLERKOWINGSJERRY