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Office Procedures
 Rule 1—Simple Personal Names

Use the last name as first filing unit.
The first name or initial is the second
filing unit.
Use the middle name or initials as the
third unit.
Abbreviated and shortened names are
indexed as written.
           William R. Johnson

  Johnson is the first indexing unit
  William is the second indexing unit
  R. is the third indexing unit.


1st Unit    2nd Unit   3rd Unit
Johnson     William    R.
Rule 2—Nothing Comes Before
        Something

A name consisting of one word will be
filed before a name which consists of
the same name plus a first name or
initial.

Smith
Smith, Dan
               Rule 2

A name consisting of the same first
and last names will be filed before
the same name which also has a
middle name or initial.

Sanders, Jennifer
Sanders, Jennifer M.
                Rule 2

Nothing comes before something.



Kell, George
Kelly, George
Rule 3—Personal Names with Prefixes


   Surnames which include a prefix are
   filed as one until whether the prefix
   is followed by a space or not.

   De Marco, Dolores Anne
   Mac Arthur, Robin A.
   St. Claire, Robert A.
 Rule 4—Personal Names with
Personal, Professional, Royal or
        Religious Titles
When a personal, professional, royal
or religious title is used in a FULL
personal name, the title will be the
last filing unit.

Adams, James Dr.
Burke, Chas J. DDS
                Rule 4

When a title is NOT part of a full
personal name, the title will be
indexed as written.

Brother Henry
Father Rice
Mr. Ed
                   Rule 4
When a personal
name contains a
seniority title, the   Garner,   William
title will be the      Garner,   William   II
last filing unit.      Garner,   William   III
                       Garner,   William   Jr.
1. Arabic              Garner,   William   Sr.
2. Roman Numerals
3. Alphabetic
Rule 5—Names of Married Women

The names of married women will be
indexed and filed in the same way
that any other personal name is
indexed and filed.

Caldwell, Anna Mrs.
Caldwell, Sue Mrs.
Rule 6—Personal Names Containing a
             Hyphen

  Ignore the hyphen and index the
  hyphenated name as one unit.

Mr. Harold Porter-Smith would be filed as:
  PorterSmith/Harold/Mr.
Ralph R. Porter-Jones would be filed as:
  PorterJones/Ralph R.
Rule 7—Foreign Personal Names

When it is difficult to determine the last
name of an individual, consider the last
name to written as the surname.

Cheng Huang would be filed as:
  Huang, Cheng
Shien Hu would be filed as:
  Hu, Shien
Rule 8—Pseudonyms and Nicknames

 A pseudonym (fictious name, pen
 name, alias) is indexed and filed as
 any other personal name.

 Mark Twain
   Twain, Mark
 Babe Herman
   Herman, Babe
Rule 9—Personal Names that are
           Identical

When personal names are identical,
the address is used to determine the
correct filing unit.
1. City
2. State
3. Street
4. House No.
    Rule 10—Business Names

Index the names of businesses as
they are written.

Barton and Barton, Ltd.
  Barton/and/Barton/Ltd.
              Rule 10

When the word “The” is the first
word of a business name, it is indexed
as the last filing unit.

The New York Times
  New/York/Times/The
               Rule 10

When a full personal name is part of a
business name, do not reverse the
personal name. The name is indexed
as written.

Georgette Valentine Cosmetics
  Georgette/Valentine/Cosmetics
                   Rule 10

  When a symbol ($, &, #) is part of a
  business name, spell it out and index the
  spelled out symbol as a separate filing unit.
  A hyphen is ignored and treated as one
  unit.
$ Saver Discount
  Dollar/Saver/Discount
Tru-Flex Equipment
  TruFlex/Equipment
              Rule 10

When business names are identical,
the address is used to determine the
correct filing order.
Rule 11—Business Names Containing
         Compass Terms

 When a compass term (North, South,
 Southwest, or North East) is part of a
 business name, each word, as it is written
 is considered a separate indexing unit.

South East Lumber Co.
  South/East/Lumber/Co.
Southeast Transportation Inc.
  Southeast/Transportation/Inc.
Rule 12—Business Names Containing
            Numbers

 When a business name contains a
 number that is spelled out
    Third Avenue Deli
 The name is indexed and filed as
 written.
              Rule 12
When the name contains a written
number
  3rd Avenue Deli
“3” is the first indexing unit (the
“rd” is ignored).
It is filed in ASCENDING order in a
special numeric section in the front
of the file drawer.
                  Rule 12
 When the name contains a written number
that is NOT the first indexing unit, the name
will be filed in the alphabetic section.
Cloud Nine Gallery
Cloud/Nine/Gallery
Cloud 9 Restaurant
Cloud/9/Restaurant
The written number (9) will come first
because numbers precede alphabetic
characters (nine.)
                  Rule 12

Arabic numbers will be filed in front of
Roman numerals in the numeric section of the
file drawer. For example:

24th     And           Market      Cafe 1st

XXI      Electronics                     2nd
Rule 13—Business and Organization
             Names

 An acronym is a word formed from
 the first letter or letters of several
 words.
                   Rule 13

Acronyms, abbreviations, radio and
television call letters are indexed as one
unit, disregarding spacing, hyphens, and
punctuation.
NAME                   AS INDEXED
AFL-CIO                AFLCIO
KRON TV                KRON/TV
3 M Company            3M/Company

K F R C Radio          KFRC/Radio
                     Rule 13

  When single letters are part of a business
  name, spacing between the letters will
  determine the indexing unit.
  When the letters are not separated by a
  space, the letters are considered as one
  indexing unit.
A B C MFG.
  A/B/C/MFG
ABC Construction
  ABC/Construction
      Rule 14—Government Names
          Federal Government

 When indexing the name of a federal
 government agency, the first three units
 will be UNITED STATES GOVERNMENT.
Department of Agriculture
  United/States/Government/Agriculture/
  Department/of
 The fourth unit will be the most
 distinctive word.
            Rule 14
   State and Local Government

The first indexing unit will be the name
(State, City, County) of the governing
agency.
The next indexing unit will be the most
distinctive word in the particular branch of
the governing agency.
Colorado State Department of Mines
Colorado/State/Mines/Department/of
Sonoma County Bureau of Parks and Recreation
Sonoma/County/Parks/and/Recreation/Bureau of
             Rule 14
       Foreign Governments

The name of the country will be the first
indexing unit.
The next indexing unit will be the most
distinctive name in the department,
branch, or division of the government.
West German Government Department of
Defense
West/German/Government/Defense/
Department/of
        Cross-Referencing

Occasionally a document will be
requested under a name that is
different from that which it is filed.
If there is any doubt about where a
document might be placed in the files,
a cross-reference card should be
prepared.
           Cross-Referencing
CBEA
CBEA
10500 Grant Avenue
Los Altos, CA 94022

              California Business Education
              Association
              See CBEA

				
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posted:11/22/2012
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