records management 8th edition - mid-state...

RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 2

Slide 1

RECORDS MANAGEMENT © Thomson/South-Western

CHAPTER 2

Slide 2

Need for

Records

Serve as the memory of an organization

Help a business do business

Filing Method or Storage Method

— most common method

— discussed in Chapter 8

— discussed in Chapter 9

— discussed in Chapter 10

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Slide 3

All filing is done to facilitate retrieving

information.

ARMA’s alphabetic indexing rules

provide guidance.

Consistently following filing rules and

procedures helps in rapid retrieval of

information.

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Slide 4

The filing segment is the name by

which a record is stored.

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Assign a file designation

Underline the key unit, then number

each succeeding unit

Personal Name: Jane T. Shank

Personal Name Coded: Jane / T. / Shank

Business Name Coded: Longshanks / Eatery

2 3

2

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Coding Example — Personal Name

Personal Name: Laura J. Huff

Complete name is the filing segment

HUFF is the key unit

LAURA is the second unit

J is the third unit

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Coding Example — Business Name

Business Name: Huff and Sons,

Construction

Entire name is the filing segment

HUFF is the key unit

AND is the second unit

SONS is the third unit

CONSTRUCTION is the fourth unit

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Surname (last name) is the key unit

Given name (first name) or initial is the

second unit

Middle name or initial is the third unit

If determining the surname is difficult,

consider the last name written as the

surname.

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B. Business Names

Index as written using letterhead or

trademarks as guides.

Each word in a business name is a

separate unit.

Business names containing personal

names are indexed as written.

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Examples of Rule 1B

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Articles: A, AN, THE

Prepositions: AT, IN, OUT, ON, OFF, BY,

TO, WITH, FOR, OF, OVER

Conjunctions: AND, BUT, OR, NOR

Continued on next slide

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Slide 13Rule 2:

Minor Words and Symbols in

Business Names

Symbols are considered as spelled in

full.

Symbols: &, ¢, $, #, % (AND, CENT or

CENTS, DOLLAR or DOLLARS, NUMBER

or POUND, PERCENT)

When “The” appears as a first word of

a business name, it is considered the

last indexing unit.

Continued from previous slide

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Examples of Rule 2

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All punctuation is disregarded when

indexing personal and business names.

Commas, periods, hyphens, apostrophes,

dashes, exclamation points, question

marks, quotation marks, underscores, and

diagonals (/)

Names are indexed as written.

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Examples of Rule 3

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A. Personal Names

Initials in personal names are considered

separate indexing units.

Abbreviations of personal names and

nicknames are indexed as they are written.

Continued on next slide

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B. Business Names

Single letters in business and organization

names are indexed as written.

If single letters are separated by spaces,

index each letter as a separate unit.

An acronym (ARMA or GMAC) is indexed

as one unit regardless of punctuation or

spacing.

Continued from previous slide Continued on next slide

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B. Business Names (continued)

Abbreviated words and names are indexed

as one unit regardless of punctuation or

spacing.

Radio and television station call letters are

indexed as one unit.

Continued from previous slide

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Examples of Rule 4

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Unusual names

Hyphenated surnames

Alternate names

Similar names

Compound names

Abbreviations and acronyms

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Letter with Filing Segment and

Cross-Reference Marked

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Examples of Cross-Referencing

Unusual Personal Names

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Examples of Cross-Referencing

Hyphenated Surnames

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Examples of Cross-Referencing

Alternate Names

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Examples of Cross-Referencing

Similar Names

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Examples of Cross-Referencing

Compound Business Names

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Examples of Cross-Referencing

Abbreviations and Acronyms