Sunday, December 4, 2016

Page 7 cross-referencing

Some records of persons and businesses may be ripped with requested by a name that is different from the one by which it was stored this is particularly true if the key unit is difficult to determine when a record is likely to be requested by more than one name and it called a cross reference is prepared a cross-reference shows the name in a form other than that used on the original record and it indicates the storage location of the original that record the pilots can then find requested records regardless of the name used in the request for those records a copy of the document may be stored in the cross reference location or a cross reference sheet may be prepared for types of personal name should be cross-referenced one unusual easily confused things to hyphenated names hyphenated surnames three alternate names for similar names 9 types of business name should be cross-referenced one compound and the names compound names two names with abbreviations and acronyms three popular and coins names for hyphenated names five divisions and subsidiaries 6 changed names 7 similar names 8 foreign business names 94 and government names personal names cross references should be prepared for the following types of personal names one unusual easily confused 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 first name written as the key unit

Page 6 alphabetic indexing rules

The state government names similar to local and regional political / governmental agencies the first indexing unit is the name of the state or province then index the most distinctive name of the department board Bureau office or government / political division the word state of province of Department of etcetera are added for clarity and are considered separate indexing units if love is not a part of the official name is written it is not added as an indexing unit two examples follow the federal government names used 3 indexing levels rather than units for the United States federal government consider United States government as the first level the second level is the name of the department or top-level agency that is rearranged to show the most distinctive part first for example agriculture Department of level 3 is the next most distinctive name for example Forest Service the words of and of the are extraneous and should not be considered when indexing these words are shown in parentheses for reference only two examples follow the foreign government names the name of a foreign government and its agencies is often written in a foreign language when indexing foreign names begin by reading the English translation of the government name on the document the English name is the first indexing unit then index the balance of the formal name of the government if needed or if it is in the official name China Republic of branches departments and divisions follow an order by the distinctive names States colonies provinces cities and other divisions of foreign governments are followed by their distinctive or official names as spelled in English.

Page 5 alphabetic indexing rules

The street names written as digits are filed before street names for in his words 22nd Street 34th Avenue 1st Street 2nd Avenue C street names with compass directions North South East and West are considered as written as he Park Avenue South Park Avenue D street names with numbers written as digits after Compass directions are considered before alphabetic names East 8th Street East Main Street Sandusky Drive Southeast 8th Avenue Southeast 8th Street for house or building numbers if city state and street names are identical a house and building numbers written as digits are considered in ascending numerical order 8 Riverside Terrace 912 Riverside terrorist and place together before spelled out building names the Riverside Terrace the house and building numbers written as words are filed after house and building numbers written in stitches 11 Park Avenue South 1 Park Avenue see if the street address and a building named are included in an address disregard the building name the zip codes are not considered in determining filing order real 10 government names government names are indexed first by the name of the governmental unit City County state or country next index the distinctive names of the Department's Bureau office or board rule 10 government names a local and Regional government name the first indexing unit is the name of the country Parish County Parish City Town Township or Village Charlotte send it a shin department is an example Charlotte a city would be the first indexing unit next index the most distinctive name of the department for Bureau office or government / political division in this case sanitation would be the most distinctive name of the department the words County of city of Department of etcetera are added for clarity and are considered separate indexing units if love is not a part of the official name is written it is not added as an indexing unit five examples follow.

Page for alphabetic indexing rules rule 7

Real 7 numbers in business names numbers spelled out Seven Lakes Nursery in business names are filed alphabetically numbers written in digits are filed before alphabetic letters or words before photographers comes before Bulova building and Loan names with numbers written in digits in the first units are filed in ascending order lowest to highest number before alphabetic names 229 Club 534 shop First National Bank of Chicago Arabic numerals are filed before Roman numerals Two Brothers Deli five cities Transit 11 Knights Inn names with inclusive numbers 2239 Singles Club are arranged by the first digits only 20 names with numbers appearing in other than the first position Pier 36 Cafe are filed alphabetically and immediately before a similar name without a number Pier 36 Cafe comes before Pier Import Cafe when indexing names with numbers written in digit form that contain STD and th First Mortgage Company 2nd Avenue Cinemas 3rd Street Pest Control ignore the letter endings and consider only the digits 1 2 3 when indexing names with a number in figures or words things by a hyphen to a letter or word A1 laundry 58th Autobody 10 minute photo ignore the hyphen and treated as a single Unit 10 minute a 158 winning Dixie names with a number plus a symbol 55 + social Center treated as a single unit 55 plus rule 8 organizations and institutions Banks and other financial institutions clubs colleges hospitals hotels lodges magazines motels museums his papers religious institutions schools unions universities and other organizations and institutions are indexed and filed according to the names written on their letterhead rule 9 identical names in correspondence files determining which person or business in the correct one when there are others with identical names can be a challenge when personal names and names of businesses institutions and organizations are identical including titles has explained in Rule 5 filing order is determined by the addresses compare addresses in the following order 1 city names to state or Province names of city names are identical three street names which include Avenue Boulevard Drive street is city and state names are identical when the first units of street names are written in digits 18th Street the names are considered in ascending numerical order and place together before alphabetic street names 18th Street 24th Avenue Academy Circle

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Friday, December 2, 2016

Page 3 alphabetic indexing rules

Rule 4 single letters and abbreviations a personal name initials in personal names are considered separate indexing units abbreviations of personal names William Joseph Thomas and nicknames Louisville are index test they are written B business names single letters and business and organization names are indexed as written if single letters are separated by spaces index each letter as a separate unit and acronym A word formed from the first or first few letters of several words such as NASDAQ and are code is indexed as one unit regardless of punctuation or spacing abbreviated words MFG Corp Incorporated and names IBM ter Index this one unit regardless of punctuation or spacing radio and television station call letters KDKA wnbc are indexed as one unit Rule 5 titles and suffixes a personal name a title before a name dr. Miss mr. Mrs. Smith Professor her sister has seniority suffix 23 junior senior or professional suffix CRM DDS Mayer MD Ph.D Senator after a name is the last indexing unit numeric suffixes to 3 are filed before alphabetic suffixes jr. Hair Center Senior if a name contains a title and a suffix Miss Lucy wheeler DVM the title of Miss is the last unit Royal and religious titles followed by either a given name or a surname only princess and father Leo are indexed and filed as written B business names titles and business names Captain Hook's bait shop or index has written the word that is considered the last indexing unit when it appears as the first word of a business name real six prefixes articles and particles a for an article or particle in a personal or business name is combined with the part of the name following it to form a single indexing unit the indexing order is not affected by its space between a prefix and the rest of the name Alexander LaGuardia and the space is disregarded when indexing examples of Articles and particles are la de da de da de La Vela en vestidos de el dia de los Reyes Locos Matt Maher Saints and Santa Cento 6210 Turf and Vandy Vander Von Von der

Page 2 alphabetic indexing rules

Rule 1 indexing order of units a personal names a personal name is indexed in this manner one the surname last name is the key unit to the given name first name or initial is the second unit and three the middle name or initial is the third unit if determining the surname is difficult considering the last name written as the surname you will learn how to handle titles that appear with names in a later rule a unit consisting of just an initial procedure unit that consists of a complete name beginning with the same letter nothing before something Punctuation is omitted remember the underscored letter in the examples in the textbook shows the correct order B business names business names are indexed as written using letterheads or trademarks his guides each word in a business name as a separate unit business names containing personal names are indexed as written rule two minor words and symbols in business names articles prepositions conjunctions and symbols are considered separate indexing units symbols are considered as spelled in full when the word appears as the word of a business name it is considered the last indexing unit articles and the prepositions at in out on off by 2 with 4 all over conjunctions and but or nor symbols Ampersand Cent dollar sign pound percent and sent or $6 or dollars number or pound percent rule 3 punctuation and possessives all Punctuation is disregarded when indexing personal and business names comma periods hyphens apostrophes dashes exclamation points question marks quotation marks underscores and diagonals are disregarded and names are indexed as written

Page one using the records management simulation

This student instruction manual consists of explanations and instructions for completing each of the 13 jobs in records management simulation 10th edition all the supplies necessary for completing the simulation are included in the simulation envelope they are student instruction manual file box forms pads 1 through 4 supplies envelopes wanted to date a CD each job is performed in a simulated business environment and should be completed as directed by your instructor you will proceed from the simple to the complex is you apply the alphabetic filing rules from 1st to the cards and then beginning with job 52 correspondence pieces methods of checking your completed work will vary check your work carefully as you complete each job before going on to the next job the most important filing concept to remember is that all filing is done to facilitate retrieving information when it is needed to retrieve information efficiently a set of rules must be followed Arma International has published establishing alphabetic numeric and subject filing systems containing standard rules for storing records alphabetically by using Arma International alphabetic indexing rules businesses have a place to start setting up an efficient alphabetic storage system the rules presented in the records management textbook and summarized here are written to agree with the standard filing rules presented in establishing alphabetic this student instruction manual consists of explanations and instructions for completing each of the 13 jobs and records management simulation 10th addition all the supplies necessary for completing the simulation are included in the simulation envelope they are student instruction manual file box forms pads 1 through 4 supplies envelopes went into data CD each job is performed in a simulated business environment and should be completed as directed by your instructor you will proceed from the simple to the complex is you apply the alphabet exciting rules from first to the cards and then beginning with job site to correspondence pieces methods of checking your completed work will vary check your work carefully as you complete each job before going on to the next job the most important filing concept to remember is that all filing is done to facilitate retrieving information when it is needed to retrieve information efficiently a set of rules must be followed are my international has published establishing alphabetical American subject finally systems containing standard rules for storing records alphabetical Levi using our Matt international alphabet again Dixon rules businesses have a place to start setting up an efficient alphabet text orange system the rules presented in the records management textbook and summarize here are written to agree with the standard filing rules presented in establishing alphabetical Merrick and subject filing systems published by Armagh international it is extremely important that you learn these rules thoroughly referring to these rules is always permissible a summary of the cross reference and principals to be used with these jobs it's also provided on the following page of this manual

student instruction manual records management 10th edition

Simulation Judith read table of contents using the records management simulation alphabetic indexing rules rule 1 indexing order of units a personal names be business names rule 2 minor words and symbols in business names rule 3 punctuation and possessives Rule 4 single letters and abbreviations personal names be business names Rule 5 titles and suffixes a personal names be business names rules 6 prefixes articles and particles rule 7 numbers in business names rule 8 organizations and institutions rule 9 identical names rule 10 government names a local and Regional governments names the state government names the federal government names the foreign government names cross-referencing personal names 1 unusual easily confused names to hyphenated surnames three alternate names 4 similar names business names 1 compound names to abbreviations and acronyms three popular and coins names for hyphenated names 5 divisions and subsidiaries 6 changed names 7 similar names 8 foreign business names 94 and government names subjects within an alphabetic arrangement overview of RX Systems Incorporated overview of jobs 1 through 4 directions for jobs 1 through 4 using the records management simulation alphabet akin Dixon rules roll one in Dixon order of units a personal names be business names rule to minor words and symbols in business names rule 3 punctuation and possessive stroll for single letters and abbreviations a personal names be business names rule 5 titles and suffix is a personal names be business names rule 6 prefix is articles and particles rule 7 numbers in business names roommate organizations and institutions rule 9 identical names rule 10 government names a local and regional government names be state government names see federal government names D for and government names cross referencing personal names one unusual easily confused names to hyphenated sir names 3 alternate names for similar names business names one compound names to abbreviations and acronyms 3 popular and coins names for hyphenated names 5 divisions and sub city Aries 6 changed named 7 similar names eight four and business names nine four and government names subject within at alphabetical ancient overview of Arc Systems Incorporated overview of jobs 1 through 4 directions for jobs 1 through 4 job 1 alphabet exciting rules went through for job to alphabet exciting rules 5 through 8 jobs 3 alphabet exciting rules 9 through 10 job for alphabet exciting rules went through 10 overview of jobs 5 through 13 directions for jobs 5 through 13 job 5 correspondence filing rules went through 5 job 6 correspondence filing roll 6 through 10 job 7 correspondence filing rules 1 through 10 and tickler file usage job 8 requisition and charge out procedures job 9 transfer procedures job 10 subject correspondence filing job 11 consecutive numeric correspondence filing job 12 terminal digit numeric correspondence filing job 13 Geographic filing