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baim_ch02 baim_ch02 Presentation Transcript

  •  
  • Need for Alphabetic Order
    • Records
      • Serve as the memory of an organization
      • Help a business do business
    • Filing Method or Storage Method
      • Alphabetic—most common method
      • Subject—discussed in Chapter 8
      • Numeric—discussed in Chapter 9
      • Geographic—discussed in Chapter 10
  • Filing Rules
    • 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.
    View slide
  • Indexing
    • The filing segment is the name by which a record is stored.
    View slide
  • Coding
    • 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
  • 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
  • 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
  • Rule 1: Indexing Order of Units
    • A. Personal Names
      • 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.
  • Examples of Rule 1A
  • Rule 1: Indexing Order of Units
    • 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.
  • Examples of Rule 1B
  • Rule 2: Minor Words and Symbols in Business Names
    • Articles, prepositions, conjunctions, and symbols are considered separate indexing units.
      • 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
  • Rule 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
  • Examples of Rule 2
  • Rule 3: Punctuation and Possessives
    • 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.
  • Examples of Rule 3
  • Rule 4: Single Letters and Abbreviations
    • 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
  • Rule 4: Single Letters and Abbreviations
    • 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
  • Rule 4: Single Letters and Abbreviations
    • 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
  • Examples of Rule 4
  • Cross Referencing
    • Personal Names
      • Unusual names
      • Hyphenated surnames
      • Alternate names
      • Similar names
    • Business Names
      • Compound names
      • Abbreviations and acronyms
  • Letter with Filing Segment and Cross-Reference Marked
  • Examples of Cross-Referencing Unusual Personal Names
  • Examples of Cross-Referencing Hyphenated Surnames
  • Examples of Cross-Referencing Alternate Names
  • Examples of Cross-Referencing Similar Names
  • Examples of Cross-Referencing Compound Business Names
  • Examples of Cross-Referencing Abbreviations and Acronyms