1 / 33

Arma-File Published by Business Educators

Arma-File Published by Business Educators. Office Procedures. Rule 1—Simple Personal Names. Use the last name as first filing unit. The first name or initial is the second filing unit. Use the middle name or initials as the third unit. Abbreviated and shortened names are indexed as written.

iona
Download Presentation

Arma-File Published by Business Educators

An Image/Link below is provided (as is) to download presentation Download Policy: Content on the Website is provided to you AS IS for your information and personal use and may not be sold / licensed / shared on other websites without getting consent from its author. Content is provided to you AS IS for your information and personal use only. Download presentation by click this link. While downloading, if for some reason you are not able to download a presentation, the publisher may have deleted the file from their server. During download, if you can't get a presentation, the file might be deleted by the publisher.

E N D

Presentation Transcript

  1. Arma-FilePublished byBusiness Educators Office Procedures

  2. Rule 1—Simple Personal Names • Use the last name as first filing unit. • The first name or initial is the second filing unit. • Use the middle name or initials as the third unit. • Abbreviated and shortened names are indexed as written.

  3. William R. Johnson • Johnson is the first indexing unit • William is the second indexing unit • R. is the third indexing unit.

  4. Rule 2—Nothing Comes Before Something • A name consisting of one word will be filed before a name which consists of the same name plus a first name or initial. • Smith • Smith, Dan

  5. Rule 2 • A name consisting of the same first and last names will be filed before the same name which also has a middle name or initial. • Sanders, Jennifer • Sanders, Jennifer M.

  6. Rule 2 • Nothing comes before something. • Kell, George • Kelly, George

  7. Rule 3—Personal Names with Prefixes • Surnames which include a prefix are filed as one until whether the prefix is followed by a space or not. • De Marco, Dolores Anne • Mac Arthur, Robin A. • St. Claire, Robert A.

  8. Rule 4—Personal Names with Personal, Professional, Royal or Religious Titles • When a personal, professional, royal or religious title is used in a FULL personal name, the title will be the last filing unit. • Adams, James Dr. • Burke, Chas J. DDS

  9. Rule 4 • When a title is NOT part of a full personal name, the title will be indexed as written. • Brother Henry • Father Rice • Mr. Ed

  10. When a personal name contains a seniority title, the title will be the last filing unit. 1. Arabic 2. Roman Numerals 3. Alphabetic Garner, William Garner, William II Garner, William III Garner, William Jr. Garner, William Sr. Rule 4

  11. Rule 5—Names of Married Women • The names of married women will be indexed and filed in the same way that any other personal name is indexed and filed. • Caldwell, Anna Mrs. • Caldwell, Sue Mrs.

  12. Rule 6—Personal Names Containing a Hyphen • Ignore the hyphen and index the hyphenated name as one unit. Mr. Harold Porter-Smith would be filed as: • PorterSmith/Harold/Mr. Ralph R. Porter-Jones would be filed as: • PorterJones/Ralph R.

  13. Rule 7—Foreign Personal Names • When it is difficult to determine the last name of an individual, consider the last name to written as the surname. • Cheng Huang would be filed as: • Huang, Cheng • Shien Hu would be filed as: • Hu, Shien

  14. Rule 8—Pseudonyms and Nicknames • A pseudonym (fictious name, pen name, alias) is indexed and filed as any other personal name. • Mark Twain • Twain, Mark • Babe Herman • Herman, Babe

  15. When personal names are identical, the address is used to determine the correct filing unit. 1. City 2. State 3. Street 4. House No. Rule 9—Personal Names that are Identical

  16. Rule 10—Business Names • Index the names of businesses as they are written. • Barton and Barton, Ltd. • Barton/and/Barton/Ltd.

  17. Rule 10 • When the word “The” is the first word of a business name, it is indexed as the last filing unit. • The New York Times • New/York/Times/The

  18. Rule 10 • When a full personal name is part of a business name, do not reverse the personal name. The name is indexed as written. • Georgette Valentine Cosmetics • Georgette/Valentine/Cosmetics

  19. Rule 10 • When a symbol ($, &, #) is part of a business name, spell it out and index the spelled out symbol as a separate filing unit. • A hyphen is ignored and treated as one unit. $ Saver Discount Dollar/Saver/Discount Tru-Flex Equipment TruFlex/Equipment

  20. Rule 10 • When business names are identical, the address is used to determine the correct filing order.

  21. Rule 11—Business Names Containing Compass Terms • When a compass term (North, South, Southwest, or North East) is part of a business name, each word, as it is written is considered a separate indexing unit. South East Lumber Co. South/East/Lumber/Co. Southeast Transportation Inc. Southeast/Transportation/Inc.

  22. Rule 12—Business Names Containing Numbers • When a business name contains a number that is spelled out Third Avenue Deli • The name is indexed and filed as written.

  23. Rule 12 • When the name contains a written number 3rd Avenue Deli • “3” is the first indexing unit (the “rd” is ignored). • It is filed in ASCENDING order in a special numeric section in the front of the file drawer.

  24. Rule 12 • When the name contains a written number that is NOT the first indexing unit, the name will be filed in the alphabetic section. Cloud Nine Gallery Cloud/Nine/Gallery Cloud 9 Restaurant Cloud/9/Restaurant The written number (9) will come first because numbers precede alphabetic characters (nine.)

  25. Rule 12

  26. Rule 13—Business and Organization Names • An acronym is a word formed from the first letter or letters of several words.

  27. Rule 13

  28. Rule 13 • When single letters are part of a business name, spacing between the letters will determine the indexing unit. • When the letters are not separated by a space, the letters are considered as one indexing unit. A B C MFG. A/B/C/MFG ABC Construction ABC/Construction

  29. Rule 14—Government NamesFederal Government • When indexing the name of a federal government agency, the first three units will be UNITED STATES GOVERNMENT. Department of Agriculture United/States/Government/Agriculture/ Department/of • The fourth unit will be the most distinctive word.

  30. Rule 14State and Local Government • The first indexing unit will be the name (State, City, County) of the governing agency. • The next indexing unit will be the most distinctive word in the particular branch of the governing agency. • Colorado State Department of Mines Colorado/State/Mines/Department/of • Sonoma County Bureau of Parks and Recreation Sonoma/County/Parks/and/Recreation/Bureau of

  31. Rule 14Foreign Governments • The name of the country will be the first indexing unit. • The next indexing unit will be the most distinctive name in the department, branch, or division of the government. • West German Government Department of Defense West/German/Government/Defense/ Department/of

  32. Cross-Referencing • Occasionally a document will be requested under a name that is different from that which it is filed. • If there is any doubt about where a document might be placed in the files, a cross-reference card should be prepared.

  33. Cross-Referencing

More Related