Electronic Filing and Electronic Filing and CalculatingCalculating

Rule 3Rule 3

Punctuation and Punctuation and PossessivesPossessives

Rule 3Rule 3

All punctuation is disregarded when indexing All punctuation is disregarded when indexing personal and business names.personal and business names.

Apostrophes, commas, dashes, exclamation Apostrophes, commas, dashes, exclamation points, hyphens, periods, question marks, points, hyphens, periods, question marks, quotation marks, and diagonals are quotation marks, and diagonals are disregarded, and names are indexed as disregarded, and names are indexed as written. Close up the letters or words and written. Close up the letters or words and index them as one filing unit.index them as one filing unit.

Practice Rule 3Practice Rule 3

Read and examine examples of Rule 3 on Read and examine examples of Rule 3 on page 15.page 15.

Complete Group A of Self-Check 4 on Complete Group A of Self-Check 4 on page 19.page 19.

Rule 4Rule 4

Single Letters and Single Letters and AbbreviationsAbbreviations

Rule 4Rule 4

When single letters are part of a name, the When single letters are part of a name, the spacing between the letters determines the spacing between the letters determines the filing unit. filing unit. Index single letters that make up a Index single letters that make up a complete name or a single abbreviated complete name or a single abbreviated word as one filing unit. (B-T Reality = BT word as one filing unit. (B-T Reality = BT Reality) Reality) Radio and TV station call letters are one Radio and TV station call letters are one unit, regardless of spacing.unit, regardless of spacing.

Rule 4 Rule 4 (con’t.)(con’t.)

Personal NamesPersonal Names– Initials in full personal names are Initials in full personal names are

considered separate indexing units. considered separate indexing units. – Abbreviated personal names (Chas., Jos., Abbreviated personal names (Chas., Jos.,

Theo., Thos., Wm) and nicknames (Andy, Theo., Thos., Wm) and nicknames (Andy, Barb, Chuck, Joe) are indexed as written.Barb, Chuck, Joe) are indexed as written.

– Disregard punctuation.Disregard punctuation.

Rule 4 Rule 4 (con’t.)(con’t.)

Business NamesBusiness Names– Index single letters in business names as they Index single letters in business names as they

are written.are written.– If there is a space between single letters, If there is a space between single letters,

index each letter as a separate unit.index each letter as a separate unit.– If the single letters are written together, index If the single letters are written together, index

them as one filing unit.them as one filing unit.

Rule 4 Rule 4 (con’t.)(con’t.)

Business namesBusiness names– Index acronyms (words formed from the first, Index acronyms (words formed from the first,

or first few, letters of several words) as one or first few, letters of several words) as one filing unit.filing unit.

– Abbreviated words (ft., Co., Inc.) and Abbreviated words (ft., Co., Inc.) and abbreviated full names (YMCA, M. A. D. D.) abbreviated full names (YMCA, M. A. D. D.) are one filing unit regardless of spacing and are one filing unit regardless of spacing and punctuation.punctuation.

– Abbreviations of complete business names Abbreviations of complete business names (AT&T, IBM) and acronyms (A R C O) are one (AT&T, IBM) and acronyms (A R C O) are one filing unit regardless of spacing and filing unit regardless of spacing and punctuation.punctuation.

Practice Rule 4Practice Rule 4

Read and examine examples of Rule 4 on Read and examine examples of Rule 4 on page 16.page 16.

Complete Group B of Self-Check 5 on Complete Group B of Self-Check 5 on page 23.page 23.

Rule 5Rule 5

Titles and SuffixesTitles and Suffixes

Rule 5Rule 5

Index all titles last when they are used with Index all titles last when they are used with full personal names.full personal names.

Index titles as they are written when they Index titles as they are written when they appear with only a given name or a appear with only a given name or a surname.surname.

Index personal name suffixes last—but Index personal name suffixes last—but before titles—in the order that they appear before titles—in the order that they appear after the surname.after the surname.

Rule 5 Rule 5 (con’t)(con’t)

Place numeric suffixes (II, III) before Place numeric suffixes (II, III) before alphabetic suffixes (Jr., Mayor, Senator).alphabetic suffixes (Jr., Mayor, Senator).

Index titles in business names in the order Index titles in business names in the order that they are written.that they are written.

Rule 5 Rule 5 (con’t)(con’t)

Titles and suffixesTitles and suffixes– A title is Dr., Miss, Mr., Mrs., Ms., Prof.A title is Dr., Miss, Mr., Mrs., Ms., Prof.– A seniority suffix is II, III, Jr., Sr.A seniority suffix is II, III, Jr., Sr.– A professional suffix is CRM, D.D.S., Mayor, A professional suffix is CRM, D.D.S., Mayor,

M.D., Ph.D. M.D., Ph.D. – A religious title is Sister, Fr., Brother, Rabbi, A religious title is Sister, Fr., Brother, Rabbi,

Rev.Rev.– A royal title is Queen, Prince, Princess, King. A royal title is Queen, Prince, Princess, King.

Index all titles last when they appear with Index all titles last when they appear with full personal name.full personal name.

Rule 5 Rule 5 (con’t)(con’t)

When a seniority designation is required for When a seniority designation is required for filing, it is the last filing unit in the name, but filing, it is the last filing unit in the name, but consider it before using any titles.consider it before using any titles.

Numeric suffixes come before alphabetic Numeric suffixes come before alphabetic suffixes.suffixes.

When professional suffixes are required for When professional suffixes are required for filing, index them last in alphabetic or as filing, index them last in alphabetic or as written, but consider them before all titles.written, but consider them before all titles.

Rule 5 Rule 5 (con’t)(con’t)

Royal and religious titlesRoyal and religious titles– Royal and religious titles followed only by a Royal and religious titles followed only by a

given name or a surname are indexed and given name or a surname are indexed and filed as written.filed as written.

– Apply the same principle to courtesy and Apply the same principle to courtesy and professional titles.professional titles.

Rule 5 Rule 5 (con’t)(con’t)

Titles in business names are indexed as Titles in business names are indexed as written. written. – Dr. Chang’s Dental ClinicDr. Chang’s Dental Clinic– DR CHANGS DENTAL CLINICDR CHANGS DENTAL CLINIC

Practice Rule 5Practice Rule 5

Read and examine examples of Rule 5 Read and examine examples of Rule 5 on page 17.on page 17.

Complete Group C of Self-Check 6 on Complete Group C of Self-Check 6 on page 27.page 27.