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ALPHABETIC INDEXING RULE , CROSS-REFRENCES , ALPHABETIC RECORDS MANAGEMENT…
ALPHABETIC INDEXING RULE , CROSS-REFRENCES , ALPHABETIC RECORDS MANAGEMENT
ALPHABETIC INDEXING RULES
- guidelines to arrange personal and business name alphabetically
INDEXING RULES
- established guides that indicate the proper location of a record inn a file
CODING
- the process of marking the filing segment to indicate the order in which they are considered when filing
RULE 1 : ORDER OF FILING UNITS
- business name
- personal name
RULE 2 : MINOR WORDS AND SYMBOLS IN BUSINESS LETTER
- minor words in business names considered separate units
RULE 3 : PUNCTUATION
- disregard all punctuation when indexing
- close up the letters or words and index the name as one unit
RULE 4 : SINGLE LETTERS AND ABBREVIATION
- personal name
a) initials in personal names are considered separate indexing units
b) abbreviated personal names and nicknames are indexed as they are written
- business name
a) if a space separates the letters, each letter is a separate unit
b) letters written without spaces are one unit
RULE 5 : TITTLE AND SUFFIXES
- index all tittles last when they are used with a full personal name
RULE 6 : PREFIXES-ARTICLES AND PARTICLES
- combine an article or particle with the part of the name following to form one filing unit
RULE 7 : NUMBER IN BUSINESS NAME
- spelled out numbers are filed alphabetically
- numbers written in digits are filed in ascending order before alphabetic letters
CROSS-REFRENCES
- is an additional file entry indexed under one or more related headings or names
WHY CROSS-REFFERENCES SHOULD BE USE:
- unusual name
- alternate personal names
- compound and hyphenated business names
- abbreviated names and acronyms
UNUSUAL NAME
- unusual spelling of a name
- not commonly encountered
ALTERNATE PERSONAL NAMES
- a person known by more than one name
COMPOUND AND HYPHENATED BUSINESS NAMES
- business name made up of more than one surname
ABBREVIATED NAMES AND ACRONYMS
- a cross-reference for abbreviated name must be spell-out
ALTERNATE PERSONAL NAMES
- divisions and subsidiaries
- changed business name
ALPHABETIC RECORDS MANAGEMENT
- is a collection of letters, memorandums and related documents, received or written, arranged in alphabetic order
- geographic method
- subject method
- name method
SUBJECT METHOD
- is a method of classifying, coding and filing records first by subject and then by individual, organization or project
GEOGRAPHIC METHOD
- is a method of storing and retrieving records alphabetically first by location and then by individual, organization or project
NAME METHOD
- is a collection of letters and memorandums received or written and arranged in alphabetic order by name