ost184 records management chapter 4 alphabetic indexing rules 9 and 10
TRANSCRIPT
OST184 Records Management
Chapter 4
Alphabetic Indexing
Rules 9 and 10
Rule 9 - Identical Names
1. City name
2. State or province name
3. Street name
4. House or building number 1
4 3
2
3505 Arendell Street
Morehead City, NC
When personal, business, or organizational names are identical, the filing order is determined by the address in this order:
Rule 9 - Identical NamesStreet Names (Avenue, Boulevard, Drive, and Street)
• If first units of streets names are written in numbers (35 th 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 4Seaside Inn Oceanside CA
Seaside Inn Oceanside NJ
Seaside Inn Oceanside WA
Seaside Inn Ventura CA
Examples of Rule 9 – Page 83Names 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 84Names 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
United Methodist Church
2725 N 48th Street
Salisbury, VT
d.
The Burger Barn
1015 17th Street
Pittsburgh, PA
The Burger Barn
11500 8th Street
Pittsburg, PA
b.
Ms. Andrea Moore
4550 SE Flavel St.
Salem, OR
Ms. Andrea Moore
975 Cedar Street.
Salem, MA
e.
Mr. Daniel L. Gerson
8th and Grand Streets
Melbourne, FL
Mr. Daniel L. Gerson
16875 Carnation Way
Madeira Beach, FL
c.
The Granite Times
One Martin Street
Granite, OK
The Granite Times
371 Martin Street
Granite, OK
f.
Key West Bank
210 N Elgin Blvd.
St. Louis, MO
Key West Bank
150 S Elgin Ave.
St. Louis, MO
No
No
NoYes
No
Yes
a.
Vantage Point Spa
2d Avenue
Raleigh, NC
a.
Country Kitchen
34th Avenue
Newark, NJ
a. Admiral Girard T. Schulte
b. Schueler-Dillworth Designs
c. Muriel Schumacher
d. Heather Schuman-Lee
e. The Schuman Education Center
b.
Van Delivery Service
b.
22nd Street Photo Lab
c.
Vantage Point Spa
31st Street
Erie, PA
c.
Country Kitchen
18th Street
Newark, NJ
d.
Mrs. Melinda R. Van Arsdale
d.
10 Little Indians Day Care
e.
Vantage Point Spa
Eastern Parkway
Blacksburg, VA
e.
Country Kitchen
First Avenue
Newark, NJ
Chapter 4 Questions Activity 4-3
b – d – e – c - a b – a – c – e – dd – b – c – a – e
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 5County 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
• 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 10 - Government Names B. State Government Names
Rule 10B - State or Government Names – Page 89
Key Unit Unit 2 Unit 3 Unit 4 Unit 5 Unit 6Michigan Dept. of Community Health
Michigan Community Health Dept of
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 of
Michigan State Police Michigan State Police
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
Key 2 3 4 5 6 7
Washington State Legislature, Ways and Means Committee
Washington State Legislature Ways And Means Committee
Washington Veterans’ Affairs Department
Washington Veterans Affairs Department
State of Washington, Secretary of State
Washington State Of Secretary Of State
Washington Dept. of Human Services
Washington Human Services Dept of
Dept. of Services for the Blind, State of Washington
Washington State Of Services For The Blind
8 – Dept 9 - of
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 General Office Of
8 - the
Rule 10B Self-Check (cont’d)
Rule 10C - Federal Government NamesUse 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 of4
2 3
5 6
Examples of Rule 10C – Page 91 LEVEL 1 – United States Government
Level 2 Level 2National 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 2 Level 3National 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 the Interior
Interior Dept (of the) Fish and Wildlife Service
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
LEVEL 1 – United States Government
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