OST184 Records Management Chapter 4 Alphabetic Indexing Rules 9 and 10 Rule 9 - Identical Names When personal, business, or organizational names are identical, the filing order is determined by the address in this order: 1. City name 4 2. State or province name 3505 Arendell Street 3. Street name Morehead City, NC 4. House or building number 1 3 2 Rule 9 - Identical Names Street Names (Avenue, Boulevard, Drive, and Street) • If first units of streets names are written in numbers (35th Street) the names are considered in ascending order (1, 2, 3) and placed before alphabetic street names. 18th Street would come before Eighteenth Street 1st Avenue would come before First Avenue • Street names with compass directions are considered as written. SE Park Street would come before South Park Street 3505 North Arendell would come before 3505 South Arendell 1301 East Ninth Street would come before 1301 Ninth Street • Numbers written as digits after compass directions are considered before alphabetic names. East 8th Street would come before East Main Street Sandusky Drive would come before South Eighth Avenue Rule 9 - Identical Names House or Building Numbers • House and building numbers written as digits are considered in ascending order and placed together before spelled-out building names. 8 Riverside Terrace – Eight Riverside Terrace 11 Park Avenue South – One Park Avenue • If a street address and a building name are included in an address, disregard the building name. • ZIP Codes are NOT considered in determining filing order. Examples of Rule 9- Page 83 Names of Cities Used to Determine Filing Order Key Unit Unit 2 Unit 3 Unit 4 Seaside Inn Oceanside CA Seaside Inn Oceanside NJ Seaside Inn Oceanside WA Seaside Inn Ventura CA Examples of Rule 9 – Page 83 Names of States and Provinces Used to Determine Filing Order Key Unit Unit 2 Unit 3 Unit 4 Unit 5 Spencer Anita J Fenwick ON Spencer Anita J Fenwick WV Toppers Restaurant Clifton AZ Toppers Restaurant Clifton TN Toppers Restaurant Clifton TX Toppers Restaurant Clifton WI Examples of Rule 9 – Page 84 Names of Streets Used to Determine Filing Order Key Unit Unit 2 Unit 3 Unit 4 Unit 5 Unit 6 Subs2Go Houston TX 8 St Subs2Go Houston TX 48 St Subs2Go Houston TX Carter Ave Subs2Go Houston TX Carter St 12800 Subs2Go Houston TX Carter St 18800 Subs2Go Houston TX SW 15 St Subs2Go Houston TX SW Eighth St Subs2Go Houston TX SW Pecan Dr Subs2Go Houston TX Tyler Way 296 Complete the Rule 9 Self-Check on page 85 (see next slide) a. United Methodist Church 1250 SE Concord Salisbury, MA Yes d. The Burger Barn 1015 17th Street Pittsburgh, PA United Methodist Church 2725 N 48th Street Salisbury, VT The Burger Barn 11500 8th Street Pittsburg, PA b. Ms. Andrea Moore 4550 SE Flavel St. Salem, OR e. Mr. Daniel L. Gerson 8th and Grand Streets Melbourne, FL No Ms. Andrea Moore 975 Cedar Street. Salem, MA Mr. Daniel L. Gerson 16875 Carnation Way Madeira Beach, FL c. The Granite Times One Martin Street Granite, OK f. Key West Bank 210 N Elgin Blvd. St. Louis, MO The Granite Times 371 Martin Street Granite, OK No Key West Bank 150 S Elgin Ave. St. Louis, MO No No Yes Chapter 4 Questions Activity 4-3 a. a. Vantage Point Spa 2d Avenue Raleigh, NC b. Country Kitchen 34th Avenue Newark, NJ b. 22nd Street Photo Lab Van Delivery Service a. Admiral Girard T. Schulte b. Schueler-Dillworth Designs c. c. Vantage Point Spa 31st Street Erie, PA d. c. Muriel Schumacher Country Kitchen 18th Street Newark, NJ d. Mrs. Melinda R. Van Arsdale e. 10 Little Indians Day Care d. Heather Schuman-Lee e. The Schuman Education Center e. Vantage Point Spa Eastern Parkway Blacksburg, VA b–d–e–c-a Country Kitchen First Avenue Newark, NJ d–b–c–a–e b–a–c–e–d Rule 10 - Government Names A. Local and Regional • First indexing unit is the name of the county, city, town, township, or village. Charlotte Sanitation Department • Next, index the most distinctive name of the government or political division. Charlotte Sanitation Department Charlotte Trash Department • If “of” is a part of the official name as written, it is added as an unit. ( “County of,” “City of,” “Department of”) Name: Charlotte Department of Environmental Health Indexed: Charlotte Environmental Health Department of Examples of Rule 10A – Page 88 Key Unit Unit 2 Unit 3 Unit 4 Unit 5 County of Alameda Aquatic Center Alameda County Of Aquatic Center City of Arlington Public Library Arlington City Of Public Library City of Arlington Senior Center Arlington City Of Senior Center Ashley County Dept. of Elections Ashley County Elections Dept Of Augusta City Water Works Augusta City Water Works Baker County Bureau of Licenses Baker County Licenses Bureau Of City of Banks Water Dept. Banks City Of Water Department Barstow Municipal Court Barstow Municipal Court Benton City Hall, Benton, GA Benton City Hall Benton GA Mayor’s Office, Benton, GA Benton Mayors Office Benton GA Complete Rule 10A - Self-Check - Page 88 Key 2 3 4 5 6 7 Douglas City Library, Douglas, AL Douglas City Library Douglas AL City of Douglas, Water Bureau, Douglas, AZ Douglas City Of Water Bureau Douglas AZ Douglas County Emergency Service Douglas County Emergency Service City of Douglas Human Resources Department, Douglas, MA Douglas City Of Human Resources Department Douglas City of Douglas Public Library, Douglas, GA Douglas City Of Public Library Douglas GA Douglas City Public Works Douglas City Public Works Department Douglas City Hall, Douglas, MI Douglas City Hall Douglas MI Douglas County Circuit Court Douglas County Circuit Court Rule 10 - Government Names B. State Government Names • The first indexing unit is the name of the state of province. • Then, index the most distinctive name of the department, board, bureau, office, or government/political division. • The words State of, Province of, Department of, etc. are retained for clarity and are considered separate indexing units. • If “of” is not a part of the official name as written, it is not added as an indexing unit. Rule 10B - State or Government Names – Page 89 Key Unit Unit 2 Unit 3 Unit 4 Unit 5 Unit 6 Michigan Dept. of Community Health Michigan Community Health Dept Michigan Dept. of Education Michigan Education Dept Of Michigan Dept. of Labor Michigan Labor Dept Of Michigan Natural Resources Michigan Natural Resources Michigan State Attorney General Michigan State Attorney General Michigan Dept. of State Michigan State Dept Of State of Michigan Dept. of Aging Michigan State Of Aging Dept Of State of Michigan Civil Service Dept. Michigan State Of Civil Service Dept Secretary of Education State of Michigan Michigan State Of Education Secretary Michigan State Police Michigan State Police of of Complete the “Rule 10B” Self-Check on Page 90. Key 2 3 4 5 6 7 Washington State Employment Department Washington State Employment Department State of Washington, Dept. of Transportation, Highway Division Washington State Of Transportation Dept Of Highway Washington Dept. of Justice, Child Support Division Washington Justice Dept Of Child Support Division State of Washington, Governor’s Office Washington State Of Governor’s Office Washington, Dept. of Corrections, Walla Walla, Prison Washington State Of Corrections Dept Of Walla Washington State Patrol Washington State Patrol Continued on next slide Rule 10B Self-Check (cont’d) Key 2 3 4 Washington State Legislature, Ways and Means Committee Washington State Legislature Ways Washington Veterans’ Affairs Department Washington Veterans Affairs Department State of Washington, Secretary of State Washington State Of Washington Dept. of Human Services Washington Human Dept. of Services for the Blind, State of Washington Washington State Washington State Museum Washington State Museum Washington State Law Library Washington State Law Library Office of the Attorney General, State of Washington Washington State Of Attorney 5 6 And Means Secretary Of State Services Dept of Of Services For The 7 Committee Blind 8 – Dept 9 - of General Office Of 8 - the Rule 10C - Federal Government Names Use three indexing levels for the United States Government • First level: United States Government (ALWAYS) • Second level: Name of department • Third level: Most distinctive name U.S. Department of Agriculture 2 3 Level 1 – United States Government 4 5 6 Level 2 – Agriculture Department of Examples of Rule 10C – Page 91 LEVEL 1 – United States Government Level 2 Level 2 National Weather Service, Dept. of Commerce Commerce Dept (of) National Weather Service Office of Civil Rights, Dept. of Education Education Dept (of) Civil Rights Office (of) Dept. of Health and Human Services Health and Human Services Dept (of) Energy Assurance Office, Dept. of Homeland Security Homeland Security Dept (of) Energy Assurance Office Bureau of Reclamation, Dept. of the Interior Interior Dept (of the) Reclamation Bureau (of) Federal Bureau of Investigation, Dept. of Justice Justice Dept (of) Investigation Federal Bureau (of) Federal Bureau of Prisons, Dept. of Justice Justice Dept (of) Prisons Federal Bureau (of) Global Affairs, Dept. of State State Dept (of) Global Affairs Federal Aviation Adm., Dept. of Transportation Transportation Dept (of) Federal Aviation Adm Internal Revenue Service, Dept. of the Treasury Treasury Dept (of the) Internal Revenue Service Bureau of Public Debt, Dept. of the Treasury Treasury Dept (of the) Public Debt Bureau (of) Complete “Rule 10C” Self-Check on Page 92. LEVEL 1 – United States Government Level 2 Level 3 National Park Service, Dept. of the Interior Interior Dept (of the) National Park Service Marshals Service, Dept. of Justice Justice Dept (of) Marshals Service National Nuclear Security Adm., Dept. of Energy Energy Dept (of) National Nuclear Security Administration Fish & Wildlife Service, Dept. of Interior Dept (of the) Fish and Wildlife Service the Interior Bureau of Land Management, Dept. of the Interior Interior Dept (of the) Land Management Bureau (of) Federal Bureau of Prisons, Dept. of Justice Justice Dept (of) Prisons Federal Bureau (of) Power Administrations, Dept. of Energy Energy Dept (of) Power Administrations Drug Enforcement Administration, Dept. of Justice Justice Dept (of) Drug Enforcement Administration Rule 10D - Foreign Government Names • The distinctive English name is the first indexing unit for foreign government names. • Index the balance of the formal name of the government, if needed. • Branches, departments, divisions follow in order by their distinctive names. Complete “Rule 10D” Self-Check on Page 93. Foreign Gov. Name Key 1 2 Replublique de Guinee Guinea Republic of Lietuvos Respublika Lithuania Republic Of Hrvatska Republika Croatia Republic Of Republica del Ecuador Ecuador Republic Of Nippon Japan Respublikasinin Azerbaycan Azerbaijan Republic of Cross-Reference Foreign Business Names • Original spelling is often in the foreign language. • Translate into English for coding purposes. • Cross-reference sheet is prepared and placed in order by the foreign business name. Cross-Reference Foreign Government Names Original spelling is often in the foreign language. Translate into English for coding. Cross-reference sheet is prepared and placed in order by the foreign government name. Complete the “Cross-Referencing” Self-Check on page 98. Key 2 3 4 Hotel Vier jahreszeiten Four Seasons Hotel Repubblika ta’ Malta Malta Republic Of Socitete Europeene des Satellite European Society Of Satellites Republica Bolivariana de Venezuela Venezuela Republic Of Bolivarian Ristorante do Leoni Two Lions Restaurant The Kongeriket Norge Norway Kingdom of Subjects Within An Alphabetic Arrangement Within an alphabetic arrangement, records may sometimes be stored and retrieved more conveniently by a subject title than by a specific name. Beware of using so many subjects that the arrangement becomes primarily a subject arrangement with alphabetic names as subdivisions. Typical examples: Applications Bids or projects Special promotions or celebrations Examples of Subjects Within an Alphabetic Arrangement Key Unit Unit 2 Unit 3 Unit 4 Unit 5 Applications Assistant Bianchi Jason Applications Assistant Fung Brenda Applications Cashier Corbett Lucy Applications Cashier Jennings Kenneth Applications Data Entry Neally Joyce Applications Data Entry Rodrigez Luis Applications Records Clerk Adamson Cody Applications Records Clerk Osuna Jamella Applications Records Supervisor Kakazu Nancy Applications Records Supervisor Waasserman Robert Applications Sales Representative Gusilli Brian Applications Sales Representative Gagliardo Carmella