Electronic Filing and
Calculating
Rule 9
Identical Names
Rule 9
Index identical names by their
addresses. Consider part of the
address in this order.
1. City name
2. State
3. Complete street name (Avenue,
Boulevard, Street, Drive)
4. House number or building number
Rule 9 (con’t)
Example:
– Joe Smith, Sidney, Iowa
– Joe Smith, Sidney, Nebraska
In the state names, I comes before N.
Rule 9 (con’t)
Arrange numbered streets in numeric
order before all alphabetic street
names
– 18th Street before Academy Avenue
Street names written as digits after
compass are considered before alpha
street names
– SE 20th, SE Fifth, Southeast Fifth
Compass Directions
Street names with compass
directions are considered as
written
– North, S., East, West, NE, SW
Street names written as digits
after compass directions are
considered before alphabetic
street names
– SE 30th before SE Sixth
Rule 9 (con’t)
If street names or building
names are identical, the house
or building numbers determine
correct order.
– Honey-Do Handyman, 2289 Main
Street, Cincinnati, OH
– Honey-Do Handyman, 8004 Main
Street, Cincinnati, OH
– HONEYDO/HANDYMAN/CINCINNATI
/OHIO/MAIN/STREET/2280
House or Building Numbers
Guidelines for considering order:
– House and building numbers are
considered in ascending numeric order
and placed together before alpha
building names
5 Grady Towers before The Grady Towers
– If both street address & building name
in an address, disregard building name.
– ZIP Codes not considered in determining
order.
Practice Rule 9
Read and examine Examples
of Rule 9 on page 52
Complete Self-Check 10,
Group B on page 57
Rule 10
Government Names
Government Names
There are three different guidelines
to consider when indexing units of
governmental names.
– Federal
– State and local
– Foreign
Federal
First indexing unit of a U.S. (federal)
government agency name is United States
Government.
– If United States Government does not appear
in a federal government name, be sure to add
it for indexing purposes.
– Example:
U.S. Department of the Treasury Internal Revenue
Service
– UNITED/STATES/GOVERNMENT
Rule 10 (con’t)
Index government name by its most
distinctive part (bureau, department,
office, or board), followed by the less
distinctive parts
– U.S. Department of the Treasury
Internal Revenue Service
– UNITED/STATES/GOVERNMENT
– TREASURY/DEPARTMENT/OF/THE
– INTERNAL/REVENUE/SERVICE
State & Local
First indexing unit is the name of the
state, county, city, or village.
– Words “State of,” “County of,” “City of,”
“Department of,” are separate filing units
and added if needed.
Next, index most distinctive name of
department, board, office, division. (What
subject or topic is the department concerned with?)
State of California Highway Patrol
– CALIFORNIA/STATE/OF/HIGHWAY/PATROL
Foreign
Distinctive translated English name is
first indexing unit for a foreign
government name (Australia, France,
Norway).
– This is followed by remainder of formal name
of the government (Australia Commonwealth
of).
Branches, departments, divisions follow
in order by distinctive translated names
in the same order as government names
in the United State.
Rule 10 (con’t)
States, colonies, provinces, cities are
filed by official names as spelled in
English.
Prepare a cross-reference for original
foreign spelling.
Example of an official name:
– Dawlat Al Amarat al Arabiyah al Muttahidah
– Indexed order:
UNITED/ARAB/EMIRATES
Prepare a cross-reference for original name
Practice Rule 10
Read and examine Examples
of Rule 10 on page 54
Complete Self-Check 11,
Group B on page 61
Preparing Cross-References
A cross-reference is a file
notation that directs, or
refers, to an alternate
location to find a particular
record in the file.
Cross-References (con’t)
Three steps in preparing C-R cards.
1. On original card, code name in body of
card with contact information if you
have it.
Write name in all capital letters, and in
correct indexing order at the top of the
card.
The number of the card is in the upper
right-hand side.
Cross-References (con’t)
Three steps in preparing C-R cards.
2. Prepare a second card with the name
in cross-reference order written at the
top of the card in all capital letters.
Write the original card number and an “X”
in the upper right-hand corner.
– Example: 3X
Cross-References (con’t)
Three steps in preparing C-R cards.
3. Write a SEE notation on the crossreference card.
This notation indicates that the records are
filed under the name on the original card.
Cross-References (con’t)
When C-R business names, the original
name is the name appearing on the
company letterhead.
– At the top of the original card, write the
business name in capital letters and in
indexing order.
– At the top of the C-R card, rearrange
original name and write it in capital letters
and in indexing order.
Below the C-R name, write the original order of
the name following the SEE notation.
Example
Katz and Sorkin Co. is the original
name
KATZ AND SORKIN CO is on the top
of the original card.
SORKIN AND KATZ CO is on the top
of the C-R card.
SEE KATZ AND SORKIN CO is below
the C-R name.
Abbreviations (BLVD) and
Acronyms (MADD)
Indexed as written. The full name
written out may require a C-R to the
acronym or abbreviation on the
original record.
Example:
– AAA is on original indexing card
– AUTOMOTIVE ASSOCIATION OF
AMERICA is on top of C-R card
– SEE AAA is below indexed name on C-R
Popular & Coined Names
File by most commonly used name or
title & C-R under full name of
business
– Penney’s is the business name
– PENNEYS is on original index card
– JCPENNEY COMPANY INC is on the top
of C-R
SEE PENNEYS is below C-R name
Alternative Names
A person may be known by more
than one name.
Example:
Mrs. Carole Cook is also known as
Mrs. Douglas Cook or Mark Twain
aka Samuel Langhorne Clemens
– COOK CAROLE MRS is on original card
– COOK DOUGLAS MRS is on C-R card
SEE COOK CAROLE MRS below indexed name
on C-R card
Hyphenated Married Name
When name includes two or more
surnames, (hyphenates her maiden and
married name or keeps her maiden
name) file original record/card under
surname listed first.
Example:
– Connie Smith-Jones
– SMITHJONES CONNIE is on original record
– JONESSMITH CONNIE is on top of C-R card
SEE SMITHJONES CONNIE
Hyphenated Business Names
Filers sometimes remember only one
name in a hyphenated name or they may
reverse the names.
Example:
– Brite-Smile Dental Center is original name
– BRITESMILE DENTAL CENTER is indexed on
original card
– SMILEBRITE DENTAL CENTER is on top of C-R
card
– SEE BRITESMILE DENTAL CENTER is below C-R
indexed name
Separated Single Words
A single word sometimes written as
two words may need to be clarified in
the files.
Example: Trans World Airlines, Inc. is
original name
– TRANS WORLD AIRLINES INC is on
original index card
– TRANSWORLD AIRLINES INC is on top of
C-R card
SEE TRANS WORLD AIRLINES INC
Foreign Business Names
Foreign business names may require a
C-R if English translations are known
and used for consistency and easier
filing.
Example:
– Dawlat Al Amarat al Arabiyah al Muttahidah
is original foreign name
– UNITED ARAB EMIRATES on original card
– DAWLAT ALAMARAT ALARABIYAH
ALMUTTAHIDAH is on top of C-R card
SEE UNITED ARAB EMIRATES is below C-R
name
Compound Business Names
These names may require a C-R when a
filer remembers only one of the names.
– Prepare a C-R by rotating the first name to
the last position until all names are crossreferenced.
– Example: Kendall, Adigun, and Martin, Inc.
File original under:
KENDALL ADIGUN AND MARTIN INC
Prepare a C-R for:
ADIGUN MARTIN AND KENDALL INC
SEE KENDALL ADIGUN AND MARTIN INC
Prepare a second C-R for:
MARTIN KENDALL AND ADIGUN INC
SEE KENDALL ADIGUN AND MARTIN INC
Similar Names
When several names are identical in
pronunciation but different in spelling, a
See Also C-R must be prepared under
each various spellings to aid in retrieval of
desired record.
– Example: Burns is original name
– BURNS is on top of original
SEE ALSO BURNES, BYRNES is below
– BYRNES is on top of C-R card
SEE ALSO BURNS, BURNES is below
– BURNES is on top of C-R card
SEE ALSO BURNS, BYRNES is below
Unusual Names
Personal names like Mr. Rafael
Santos and Ms. Joyce Grace may
confuse a filer. (Which are the first
names? Which are the last names?)
Mr. Scott James is original name
– JAMES SCOTT MR is original indexed
name
– SCOTT JAMES MR is on top of C-R card
SEE JAMES SCOTT MR is below name on
C-R card
Practice Rule 10
Complete Exercise 11 on
page 65-66 in groups of two