RECORDS MANAGEMENTJudith Read and Mary Lea Ginn

Chapter 2Alphabetic Indexing

Rules 1-4

Copyright 2011 South-Western, Cengage Learning

Need for Alphabetic Order

• Filling or storage method• Alphabetic filing method– Records arranged by letters of the alphabet– Variations exist in some systems

• Filing rules– Ensure consistency in storage procedures– ARMA International publishes rules and guidelines

2

Indexing

• Determining the name by which a record will be stored• Filing segment– Name or subject selected– Should be the name by

which the record will berequested

3

Indexing Units

• Words that make up the filing segment• Key unit– The first unit in a filing segment– Not necessarily the first word in the name

• Indexing order

4

Coding

• Marking the filing segment– Place diagonals between the units– Underline the key (first) unit – Number the remaining units

• Indexing rules– Determine how

segments are ordered– Help ensure consistency

5

Rule 1: Indexing Order of Units

• Personal names– The surname (last name) is first– The given name (first name) is second– The middle name or initial is third

6

Rule 1: Indexing Order of Units

• Business names– Indexed as written– Letterheads or trademarks used as guides

7

Rule 2: Minor Words and Symbols

• Business names– Articles, prepositions, conjunctions, and symbols are

separate indexing units– Symbols are spelled in full– “The” is the last unit

8

Rule 3: Punctuation and Possessives

• All punctuation is disregarded– In business names– In personal names

9

Rule 4: Single Letters & Abbreviations

• Personal names– Initials are separate indexing units– Nicknames are indexed as written

10

Rule 4: Single Letters & Abbreviations

• Business names– Single letters are indexed as written– An acronym or abbreviation is indexed as one unit– Radio and TV call letters are indexed as one unit

11

Cross-Referencing

• Copy of a record or a cross-reference sheet– Shows the name in a form other than that used on the

original record– Indicates the storage location of the original record

• Should be done with discretion– Too many cross-references crowd the files– Each one takes valuable time to prepare

12

Cross-Reference Examples

• Personal names– Unusual or easily confused names– Hyphenated surnames

13

Cross-Reference Examples

• Personal names– Alternate names– Similar surnames

14

Cross-Reference Examples

• Business names– Compound names

15

Cross-Reference Examples

• Business names– Names with abbreviations and acronyms

16