1. Electronic Filing and Calculating

2. Rule 9
Identical Names

3. Rule 9
Index identical names by their addresses. Consider part of the address in this order.
City name
State
Complete street name (Avenue, Boulevard, Street, Drive)
House number or building number
This is especially important or necessary when in a large city there could be numerous John Smiths.
This is also considered when talking about business names, institutions, and organizations. Addressed determine filing order.
Be certain that the names are identical before going to the address to determine correct order. Remember courtesy and professional titles (Mr., Dr., Ms.); professional suffixes and seniority designations (D.D.S., Jr., II).

4. Rule 9 (con’t) Example: Joe Smith, Sidney, Iowa
Joe Smith, Sidney, Nebraska
In the state names, I comes before N.

5. Rule 9 (con’t)
Arrange numbered streets in numeric order before all alphabetic street names
18th Street before Academy Avenue
Street names written as digits after compass are considered before alpha street names
SE 20th, SE Fifth, Southeast Fifth

6. Compass Directions
Street names with compass directions are considered as written
North, S., East, West, NE, SW
Street names written as digits after compass directions are considered before alphabetic street names
SE 30th before SE Sixth
Index them as written. (NW Center, North West Center)

7. Rule 9 (con’t)
If street names or building names are identical, the house or building numbers determine correct order.
Honey-Do Handyman, 2289 Main Street, Cincinnati, OH
Honey-Do Handyman, 8004 Main Street, Cincinnati, OH
HONEYDO/HANDYMAN/CINCINNATI/OHIO/MAIN/STREET/2280

8. House or Building Numbers
Guidelines for considering order:
House and building numbers are considered in ascending numeric order and placed together before alpha building names
5 Grady Towers before The Grady Towers
If both street address & building name in an address, disregard building name.
ZIP Codes not considered in determining order.

9. Practice Rule 9 Read and examine Examples of Rule 9 on page 52
Complete Self-Check 10, Group B on page 57

10. Rule 10
Government Names

11. Government Names
There are three different guidelines to consider when indexing units of governmental names.
Federal
State and local
Foreign

12. Federal
First indexing unit of a U.S. (federal) government agency name is United States Government.
If United States Government does not appear in a federal government name, be sure to add it for indexing purposes.
Example:
U.S. Department of the Treasury Internal Revenue Service
UNITED/STATES/GOVERNMENT

13. Rule 10 (con’t)
Index government name by its most distinctive part (bureau, department, office, or board), followed by the less distinctive parts
U.S. Department of the Treasury Internal Revenue Service
UNITED/STATES/GOVERNMENT
TREASURY/DEPARTMENT/OF/THE
INTERNAL/REVENUE/SERVICE
They are separate indexing units if they are part of official name.
If it is not part of official name, it is not added.

14. State & Local
First indexing unit is the name of the state, county, city, or village.
Words “State of,” “County of,” “City of,” “Department of,” are separate filing units and added if needed.
Next, index most distinctive name of department, board, office, division. (What subject or topic is the department concerned with?)
State of California Highway Patrol
CALIFORNIA/STATE/OF/HIGHWAY/PATROL

15. Foreign
Distinctive translated English name is first indexing unit for a foreign government name (Australia, France, Norway).
This is followed by remainder of formal name of the government (Australia Commonwealth of).
Branches, departments, divisions follow in order by distinctive translated names in the same order as government names in the United State.

16. Rule 10 (con’t)
States, colonies, provinces, cities are filed by official names as spelled in English.
Prepare a cross-reference for original foreign spelling.
Example of an official name:
Dawlat Al Amarat al Arabiyah al Muttahidah
Indexed order:
UNITED/ARAB/EMIRATES
Prepare a cross-reference for original name

17. Practice Rule 10 Read and examine Examples of Rule 10 on page 54
Complete Self-Check 11, Group B on page 61

18. Preparing Cross-References

19. A cross-reference is a file notation that directs, or refers, to an alternate location to find a particular record in the file.
For example: Smith & Jones Chocolate Factory is filed under the key unit Smith. If a filer remembers only the second name, Jones, a cross-reference under Jones refers the filer to the original record—SEE Smith & Jones Chocolate Factory.
There is no definite rule about which names require cross-references. Whenever you have an unusual name, the alert filer anticipates the misunderstanding and prepares a cross-reference card.

20. Cross-References (con’t)
Three steps in preparing C-R cards.
On original card, code name in body of card with contact information if you have it.
Write name in all capital letters, and in correct indexing order at the top of the card.
The number of the card is in the upper right-hand side.

21. Cross-References (con’t)
Three steps in preparing C-R cards.
Prepare a second card with the name in cross-reference order written at the top of the card in all capital letters.
Write the original card number and an “X” in the upper right-hand corner.
Example: 3X

22. Cross-References (con’t)
Three steps in preparing C-R cards.
Write a SEE notation on the cross-reference card.
This notation indicates that the records are filed under the name on the original card.

23. Cross-References (con’t)
When C-R business names, the original name is the name appearing on the company letterhead.
At the top of the original card, write the business name in capital letters and in indexing order.
At the top of the C-R card, rearrange original name and write it in capital letters and in indexing order.
Below the C-R name, write the original order of the name following the SEE notation.

24. Example Katz and Sorkin Co. is the original name
KATZ AND SORKIN CO is on the top of the original card.
SORKIN AND KATZ CO is on the top of the C-R card.
SEE KATZ AND SORKIN CO is below the C-R name.

25. Abbreviations (BLVD) and Acronyms (MADD)
Indexed as written. The full name written out may require a C-R to the acronym or abbreviation on the original record.
Example:
AAA is on original indexing card
AUTOMOTIVE ASSOCIATION OF AMERICA is on top of C-R card
SEE AAA is below indexed name on C-R

26. Popular & Coined Names
File by most commonly used name or title & C-R under full name of business
Penney’s is the business name
PENNEYS is on original index card
JCPENNEY COMPANY INC is on the top of C-R
SEE PENNEYS is below C-R name

27. Alternative Names A person may be known by more than one name.
Example:
Mrs. Carole Cook is also known as Mrs. Douglas Cook or Mark Twain aka Samuel Langhorne Clemens
COOK CAROLE MRS is on original card
COOK DOUGLAS MRS is on C-R card
SEE COOK CAROLE MRS below indexed name on C-R card

28. Hyphenated Married Name
When name includes two or more surnames, (hyphenates her maiden and married name or keeps her maiden name) file original record/card under surname listed first.
Example:
Connie Smith-Jones
SMITHJONES CONNIE is on original record
JONESSMITH CONNIE is on top of C-R card
SEE SMITHJONES CONNIE
Examine Examples on page 55 under married women paragraph.

29. Hyphenated Business Names
Filers sometimes remember only one name in a hyphenated name or they may reverse the names.
Example:
Brite-Smile Dental Center is original name
BRITESMILE DENTAL CENTER is indexed on original card
SMILEBRITE DENTAL CENTER is on top of C-R card
SEE BRITESMILE DENTAL CENTER is below C-R indexed name
Note example on page 56.

30. Separated Single Words
A single word sometimes written as two words may need to be clarified in the files.
Example: Trans World Airlines, Inc. is original name
TRANS WORLD AIRLINES INC is on original index card
TRANSWORLD AIRLINES INC is on top of C-R card
SEE TRANS WORLD AIRLINES INC
Examine Examples on page 55 under separated single words paragraph.

31. Foreign Business Names
Foreign business names may require a C-R if English translations are known and used for consistency and easier filing.
Example:
Dawlat Al Amarat al Arabiyah al Muttahidah is original foreign name
UNITED ARAB EMIRATES on original card
DAWLAT ALAMARAT ALARABIYAH ALMUTTAHIDAH is on top of C-R card
SEE UNITED ARAB EMIRATES is below C-R name
See example on page 56.

32. Compound Business Names
These names may require a C-R when a filer remembers only one of the names.
Prepare a C-R by rotating the first name to the last position until all names are cross-referenced.
Example: Kendall, Adigun, and Martin, Inc.
File original under: KENDALL ADIGUN AND MARTIN INC
Prepare a C-R for: ADIGUN MARTIN AND KENDALL INC
SEE KENDALL ADIGUN AND MARTIN INC
Prepare a second C-R for: MARTIN KENDALL AND ADIGUN INC
An example of this is: Connors, Hudson, and Newton Law Firm. How many cross-reference cards would be created? (2)
See example on page 56.

33. Similar Names
When several names are identical in pronunciation but different in spelling, a See Also C-R must be prepared under each various spellings to aid in retrieval of desired record.
Example: Burns is original name
BURNS is on top of original
SEE ALSO BURNES, BYRNES is below
BYRNES is on top of C-R card
SEE ALSO BURNS, BURNES is below
BURNES is on top of C-R card
SEE ALSO BURNS, BYRNES is below
See examples on page 56.

34. Unusual Names
Personal names like Mr. Rafael Santos and Ms. Joyce Grace may confuse a filer. (Which are the first names? Which are the last names?)
Mr. Scott James is original name
JAMES SCOTT MR is original indexed name
SCOTT JAMES MR is on top of C-R card
SEE JAMES SCOTT MR is below name on C-R card

35. Complete Exercise 11 on page 65-66 in groups of two
Practice Rule 10
Complete Exercise 11 on
page in groups of two