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CHAPTER 4: ALPHABETIC STORAGE & RETRIEVAL, Receiving and Filing…

- - - - Indexing:
        
        Select the Filing Segment:
        complete name, subject, number or location being used for filing purposes.
        E.g. Helen L. Sanchez
        
        Determine the Order of Filing Units Consider the surname (last name) first
        Key unit-filing unit considered first in filing segment
        Coding-physical process of marking the indexing units
        
        Divide the Filing Segment Into Filing Units -Word, a letter, a number or any combination of these
        Helen L. Sanchez /Helen/L./Sanchez.
- - - - Rule 3: Punctuation and Possessives
        All punctuation is disregarded when indexing personal and business names.
        
        Rule 4: Single Letters and Abbreviations
        Personal Names
        -considered separate indexing units.
        -Abbreviations of personal names and nicknames are indexed
        
        Rule 5: Titles and Suffixes
        Personal Names
        -A title before a name, a seniority suffix, or a professional suffix is the last indexing unit.
        -A professional title that appears after a name is referred to as a suffix.
        
        Business Names
        Titles in business names are indexed as written.
        
        Business Names
        -Single letters in business and organization names are indexed as written.
        -Abbreviated words and names are indexed as one unit regardless of punctuation or spacing.