baim_ch02

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baim_ch02

  1. 2. Need for Alphabetic Order <ul><li>Records </li></ul><ul><ul><li>Serve as the memory of an organization </li></ul></ul><ul><ul><li>Help a business do business </li></ul></ul><ul><li>Filing Method or Storage Method </li></ul><ul><ul><li>Alphabetic—most common method </li></ul></ul><ul><ul><li>Subject—discussed in Chapter 8 </li></ul></ul><ul><ul><li>Numeric—discussed in Chapter 9 </li></ul></ul><ul><ul><li>Geographic—discussed in Chapter 10 </li></ul></ul>
  2. 3. Filing Rules <ul><li>All filing is done to facilitate retrieving information. </li></ul><ul><li>ARMA’s alphabetic indexing rules provide guidance. </li></ul><ul><li>Consistently following filing rules and procedures helps in rapid retrieval of information. </li></ul>
  3. 4. Indexing <ul><li>The filing segment is the name by which a record is stored. </li></ul>
  4. 5. Coding <ul><li>Assign a file designation </li></ul><ul><li>Underline the key unit, then number each succeeding unit </li></ul>Personal Name: Jane T. Shank Personal Name Coded: Jane / T. / Shank Business Name Coded: Longshanks / Eatery 2 3 2
  5. 6. Coding Example—Personal Name <ul><li>Personal Name: Laura J. Huff </li></ul><ul><ul><li>Complete name is the filing segment </li></ul></ul><ul><ul><li>HUFF is the key unit </li></ul></ul><ul><ul><li>LAURA is the second unit </li></ul></ul><ul><ul><li>J is the third unit </li></ul></ul>
  6. 7. Coding Example—Business Name <ul><li>Business Name: Huff and Sons, Construction </li></ul><ul><ul><li>Entire name is the filing segment </li></ul></ul><ul><ul><li>HUFF is the key unit </li></ul></ul><ul><ul><li>AND is the second unit </li></ul></ul><ul><ul><li>SONS is the third unit </li></ul></ul><ul><ul><li>CONSTRUCTION is the fourth unit </li></ul></ul>
  7. 8. Rule 1: Indexing Order of Units <ul><li>A. Personal Names </li></ul><ul><ul><li>Surname (last name) is the key unit </li></ul></ul><ul><ul><li>Given name (first name) or initial is the second unit </li></ul></ul><ul><ul><li>Middle name or initial is the third unit </li></ul></ul><ul><ul><li>If determining the surname is difficult, consider the last name written as the surname. </li></ul></ul>
  8. 9. Examples of Rule 1A
  9. 10. Rule 1: Indexing Order of Units <ul><li>B. Business Names </li></ul><ul><ul><li>Index as written using letterhead or trademarks as guides. </li></ul></ul><ul><ul><li>Each word in a business name is a separate unit. </li></ul></ul><ul><ul><li>Business names containing personal names are indexed as written. </li></ul></ul>
  10. 11. Examples of Rule 1B
  11. 12. Rule 2: Minor Words and Symbols in Business Names <ul><li>Articles, prepositions, conjunctions, and symbols are considered separate indexing units. </li></ul><ul><ul><li>Articles: A, AN, THE </li></ul></ul><ul><ul><li>Prepositions: AT, IN, OUT, ON, OFF, BY, TO, WITH, FOR, OF, OVER </li></ul></ul><ul><ul><li>Conjunctions: AND, BUT, OR, NOR </li></ul></ul>Continued on next slide
  12. 13. Rule 2: Minor Words and Symbols in Business Names <ul><li>Symbols are considered as spelled in full. </li></ul><ul><ul><li>Symbols: &, ¢, $, #, % (AND, CENT or CENTS, DOLLAR or DOLLARS, NUMBER or POUND, PERCENT) </li></ul></ul><ul><li>When “The” appears as a first word of a business name, it is considered the last indexing unit. </li></ul>Continued from previous slide
  13. 14. Examples of Rule 2
  14. 15. Rule 3: Punctuation and Possessives <ul><li>All punctuation is disregarded when indexing personal and business names. </li></ul><ul><ul><li>Commas, periods, hyphens, apostrophes, dashes, exclamation points, question marks, quotation marks, underscores, and diagonals (/) </li></ul></ul><ul><li>Names are indexed as written. </li></ul>
  15. 16. Examples of Rule 3
  16. 17. Rule 4: Single Letters and Abbreviations <ul><li>A. Personal Names </li></ul><ul><ul><li>Initials in personal names are considered separate indexing units. </li></ul></ul><ul><ul><li>Abbreviations of personal names and nicknames are indexed as they are written. </li></ul></ul>Continued on next slide
  17. 18. Rule 4: Single Letters and Abbreviations <ul><li>B. Business Names </li></ul><ul><ul><li>Single letters in business and organization names are indexed as written. </li></ul></ul><ul><ul><li>If single letters are separated by spaces, index each letter as a separate unit. </li></ul></ul><ul><ul><li>An acronym (ARMA or GMAC) is indexed as one unit regardless of punctuation or spacing. </li></ul></ul>Continued from previous slide Continued on next slide
  18. 19. Rule 4: Single Letters and Abbreviations <ul><li>B. Business Names (continued) </li></ul><ul><ul><li>Abbreviated words and names are indexed as one unit regardless of punctuation or spacing. </li></ul></ul><ul><ul><li>Radio and television station call letters are indexed as one unit. </li></ul></ul>Continued from previous slide
  19. 20. Examples of Rule 4
  20. 21. Cross Referencing <ul><li>Personal Names </li></ul><ul><ul><li>Unusual names </li></ul></ul><ul><ul><li>Hyphenated surnames </li></ul></ul><ul><ul><li>Alternate names </li></ul></ul><ul><ul><li>Similar names </li></ul></ul><ul><li>Business Names </li></ul><ul><ul><li>Compound names </li></ul></ul><ul><ul><li>Abbreviations and acronyms </li></ul></ul>
  21. 22. Letter with Filing Segment and Cross-Reference Marked
  22. 23. Examples of Cross-Referencing Unusual Personal Names
  23. 24. Examples of Cross-Referencing Hyphenated Surnames
  24. 25. Examples of Cross-Referencing Alternate Names
  25. 26. Examples of Cross-Referencing Similar Names
  26. 27. Examples of Cross-Referencing Compound Business Names
  27. 28. Examples of Cross-Referencing Abbreviations and Acronyms

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