RECORDS MANAGEMENT © Thomson/South-Western CHAPTER 2 Slide ‹#›
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RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
Slide ‹#›
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
Slide ‹#›
Need for Alphabetic Order
Records
Serve as the memory of an organization
Help a business do business
Filing Method or Storage Method
Alphabetic—most common method
Subject—discussed in Chapter 8
Numeric—discussed in Chapter 9
Geographic—discussed in Chapter 10
RECORDS MANAGEMENT © Thomson/South-Western
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Filing Rules
All filing is done to facilitate retrieving
information.
ARMA’s alphabetic indexing rules
provide guidance.
Consistently following filing rules and
procedures helps in rapid retrieval of
information.
RECORDS MANAGEMENT © Thomson/South-Western
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Indexing
The filing segment is the name by
which a record is stored.
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Coding
Assign a file designation
Underline the key unit, then number
each succeeding unit
Personal Name: Jane T. Shank
Personal Name Coded: Jane / T. / Shank
Business Name Coded: Longshanks / Eatery
2 3
2
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Coding Example—Personal Name
Personal Name: Laura J. Huff
Complete name is the filing segment
HUFF is the key unit
LAURA is the second unit
J is the third unit
RECORDS MANAGEMENT © Thomson/South-Western
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Coding Example—Business Name
Business Name: Huff and Sons,
Construction
Entire name is the filing segment
HUFF is the key unit
AND is the second unit
SONS is the third unit
CONSTRUCTION is the fourth unit
RECORDS MANAGEMENT © Thomson/South-Western
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Rule 1:
Indexing Order of Units
A. Personal Names
Surname (last name) is the key unit
Given name (first name) or initial is the
second unit
Middle name or initial is the third unit
If determining the surname is difficult,
consider the last name written as the
surname.
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Examples of Rule 1A
RECORDS MANAGEMENT © Thomson/South-Western
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Rule 1:
Indexing Order of Units
B. Business Names
Index as written using letterhead or
trademarks as guides.
Each word in a business name is a
separate unit.
Business names containing personal
names are indexed as written.
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Examples of Rule 1B
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Minor Words and Symbols in
Business Names
Articles, prepositions, conjunctions, and
symbols are considered separate
indexing units.
Articles: A, AN, THE
Prepositions: AT, IN, OUT, ON, OFF, BY,
TO, WITH, FOR, OF, OVER
Conjunctions: AND, BUT, OR, NOR
Continued on next slide
RECORDS MANAGEMENT © Thomson/South-Western
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Slide ‹#› Rule 2:
Minor Words and Symbols in
Business Names
Symbols are considered as spelled in
full.
Symbols: &, ¢, $, #, % (AND, CENT or
CENTS, DOLLAR or DOLLARS, NUMBER
or POUND, PERCENT)
When “The” appears as a first word of
a business name, it is considered the
last indexing unit.
Continued from previous slide
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Rule 2
RECORDS MANAGEMENT © Thomson/South-Western
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Rule 3:
Punctuation and Possessives
All punctuation is disregarded when
indexing personal and business names.
Commas, periods, hyphens, apostrophes,
dashes, exclamation points, question
marks, quotation marks, underscores, and
diagonals (/)
Names are indexed as written.
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Rule 3
RECORDS MANAGEMENT © Thomson/South-Western
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Rule 4:
Single Letters and Abbreviations
A. Personal Names
Initials in personal names are considered
separate indexing units.
Abbreviations of personal names and
nicknames are indexed as they are written.
Continued on next slide
RECORDS MANAGEMENT © Thomson/South-Western
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Rule 4:
Single Letters and Abbreviations
B. Business Names
Single letters in business and organization
names are indexed as written.
If single letters are separated by spaces,
index each letter as a separate unit.
An acronym (ARMA or GMAC) is indexed
as one unit regardless of punctuation or
spacing.
Continued from previous slide Continued on next slide
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Rule 4:
Single Letters and Abbreviations
B. Business Names (continued)
Abbreviated words and names are indexed
as one unit regardless of punctuation or
spacing.
Radio and television station call letters are
indexed as one unit.
Continued from previous slide
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Examples of Rule 4
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Cross Referencing
Personal Names
Unusual names
Hyphenated surnames
Alternate names
Similar names
Business Names
Compound names
Abbreviations and acronyms
RECORDS MANAGEMENT © Thomson/South-Western
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Letter with Filing Segment and
Cross-Reference Marked
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Cross-Referencing
Unusual Personal Names
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Cross-Referencing
Hyphenated Surnames
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Cross-Referencing
Alternate Names
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Examples of Cross-Referencing
Similar Names
RECORDS MANAGEMENT © Thomson/South-Western
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Examples of Cross-Referencing
Compound Business Names
RECORDS MANAGEMENT © Thomson/South-Western
CHAPTER 2
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Examples of Cross-Referencing
Abbreviations and Acronyms
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