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OST184 Records Management

OST184 Records Management. Rule 5 - Titles and Suffixes. A. Personal Names A suffix or title is always the last indexing unit. A title before a name Dr., Miss, Mrs., Mrs., Ms., Professor, Sir A seniority suffix II, III, Jr., Sr.

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OST184 Records Management

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  1. OST184 Records Management

  2. Rule 5 - Titles and Suffixes A. Personal Names A suffix or title is always the last indexing unit. • A title before a nameDr., Miss, Mrs., Mrs., Ms., Professor, Sir • A seniority suffixII, III, Jr., Sr. • A professional suffixCRM, DDS, Mayor, M.D., Ph.D., Senator

  3. Rule 5 - Titles and Suffixes (cont’d) • Numeric suffixes (II, III) are filed before alphabetic suffixes (Jr., Mayor, Senator)John Smith, II and then John Smith, Jr. • If a name contains both a title and a suffix, the title is the last unit.Wheeler Lucy DVM Mrs Jones Bruce III Mr • Royal and religious titles followed by either a given name or a surname only are indexed and filed as written.Father Leo, Princess Anne

  4. Examples of Rule 5A

  5. Rule 5 - Titles and Suffixes B. Business Names Titles in business names are indexed as written. Complete the “Rule 5” Self-Check on page 60.

  6. Rule 6: Prefixes, Articles, and Particles • A foreign 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 a space between a prefix and the rest of the name, and the space is disregarded when indexing.

  7. Examples of Rule 6 Complete the “Rule 6” Self-Check on page 63.

  8. Rule 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. • Names with numbers written in digits in the first units are filed in ascending order (lowest to highest number) before alphabetic names229 Club - 534 Shop - First National Bank • Arabic numerals (1, 2, 3) are filed before Roman numerals (I, II, III)

  9. Rule 7 - Numbers in Business Names (con’t’) • Names with inclusive numbers are arranged by the first digit(s) only. (20-39 Singles Club) • Names with numbers appearing in other than the first position are filed alphabetically and immediately before a similar name without a numberPier 36 Café - Pier and Port Cafe • When indexing names with numbers written in digit form that contain st, d, and th (1st, 2d, 3d, 4th), ignore the letter endings and consider only the digits (1, 2, 3, 4).

  10. Examples of Rule 7 Complete the “Rule 7” Self-Check on page 66.

  11. Rule 8 - Organizations and Institutions Indexed and filed according to the names written on their letterheads

  12. Examples of Rule 8 Complete the “Rule 8” Self-Check on page 69.

  13. Complete the “Rules 5-8” Self-Check on pages 69-70.

  14. Cross-ReferencingPopular and Coined Names

  15. Cross-ReferencingHyphenated Names

  16. Cross-ReferencingDivisions and Subsidiaries

  17. Cross-ReferencingChanged Names

  18. Cross-ReferencingSimilar Names Complete the “Cross-Referencing” Self-Check on page 73.

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