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CHAPTER 4: ALPHABETIC STORAGE AND RETRIEVAL, Records
Serve as the memory…
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Records
- Serve as the memory of an organization.
- Help a business do business
Filling Method or Storage Method
- Alphabetic
- Subject
- Numeric
- Geographic
Cross-Reference
PERSONAL NAMES
Usual Names
- When determining the surname is difficult, use the last name written as the key unit on the original record. Prepare a cross-reference with the fist name written as the key unit.
Example:
Original: TODD ALLEN MR
Cross-Reference: ALLEN TODD MR SEE TODD ALLEN MR
Hyphenated Surnames
- Are use by a married women.
Example:
Original: LOWYOON LINDA MRS
Cross-Reference: YOON LINDA LOW MRS SEE LOWYOON LINDA MRS
Alternate Names
- When a person is known by more than one name
Example:
Original: STAR SARAH
Cross-Reference: STARVINSKY SARAH SEE STAR SARAH
Similar Names
- A variety of spelling exists for some names like Brown and Johnson. A SEE ALSO cross-reference is prepared for all possible spelling.
Example:
Original: BROWN
Cross-Reference: BRAWN
BUSINESS NAME
Compound Names
- When a business name includes two or more individual surnames, prepare a cross reference for each surname other than the first.
Example:
Original: MOORE RUSE AND SULLIVAN ATTORNEYES
Cross-Reference: SULLIVAN MOORE AND RUSE ATTORNEYS SEE MOORE RUSE AND SULLIVAN ATTORNEYES.
Abbreviations and Acronyms
- When a business commonly known by an abbreviations or an acronym, a cross-reference is prepared for the full name.
Example:
Original: IBM
Cross-Reference: INTERNATIONAL BUSINESS MACHINES SEE IBM
Division and Subsidiaries
- Company is a subsidiary or a division or branch of another company.
- The name appearing on the letterhead of the branch or subsidiary is the one indexed on the original record.
Example:
Original: ONE STOP MORTGAGE
Cross-Reference: NATIONAL BANCOR SEE ONE STOP MORTGAGE
Change Names
- A company may change its name. Records must change to indicate the name change end ensure that new name will be used for storage.
Example:
Original: ATANDT CABLE SERVICES
Cross-Reference: PARAGON CABLE SEE ATANDT CABLE SERVICES
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