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OST184 Records Management

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:. City name State or province name Street name

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OST184 Records Management

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  1. OST184 Records Management Chapter 4 Alphabetic Indexing Rules 9 and 10

  2. Rule 9 - Identical Names When personal, business, or organizational names are identical, the filing order is determined by the address in this order: • City name • State or province name • Street name • House or building number 4 3 3505Arendell Street Morehead City, NC 1 2

  3. Rule 9 - Identical NamesStreet 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.18thStreet would come beforeEighteenthStreet1st Avenue would come before First Avenue • Street names with compass directions are considered as written.SEPark Street would come beforeSouthPark 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.East8thStreet would comebeforeEastMainStreetSanduskyDrivewould comebeforeSouthEighthAvenue

  4. 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. 8Riverside Terrace–EightRiverside Terrace 11Park Avenue South–OnePark 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.

  5. Examples of Rule 9- Page 83 Names of Cities Used to Determine Filing Order

  6. Examples of Rule 9– Page 83 Names of States and Provinces Used to Determine Filing Order

  7. Examples of Rule 9 – Page 84Names of Streets Used to Determine Filing Order

  8. Complete the Rule 9 Self-Check on page 85 (see next slide)

  9. No Yes No No Yes No

  10. Chapter 4 Questions Activity 4-3 b – d – e – c - a d – b – c – a – e b – a – c – e – d

  11. 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 HealthDepartmentof

  12. Examples of Rule 10A – Page 88

  13. Complete Rule 10A - Self-Check - Page 88

  14. 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.

  15. Rule 10B - State or Government Names – Page 89

  16. Complete the “Rule 10B” Self-Check on Page 90. Continued on next slide

  17. Rule 10B Self-Check (cont’d)

  18. 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 Level 1 – United States Government Level 2 – Agriculture Department of 2 3 4 5 6

  19. Examples of Rule 10C – Page 91 LEVEL 1 – United States Government

  20. LEVEL 1 – United States Government Complete “Rule 10C” Self-Check on Page 92.

  21. 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.

  22. Complete “Rule 10D” Self-Check on Page 93.

  23. 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.

  24. 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.

  25. Complete the “Cross-Referencing” Self-Check on page 98.

  26. 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

  27. Examples of Subjects Within an Alphabetic Arrangement

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