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Arma-FilePublished by
Business Educators
Office Procedures
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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.
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William R. Johnson
Johnson is the first indexing unitWilliam is the second indexing unitR. is the third indexing unit.
1st UnitJohnson
2nd UnitWilliam
3rd UnitR.
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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.
SmithSmith, Dan
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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, JenniferSanders, Jennifer M.
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Rule 2
Nothing comes before something.
Kell, GeorgeKelly, George
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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 AnneMac Arthur, Robin A.St. Claire, Robert A.
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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
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Rule 4
When a title is NOT part of a full personal name, the title will be indexed as written.
Brother HenryFather RiceMr. Ed
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Rule 4When a personal name contains a seniority title, the title will be the last filing unit.
1. Arabic2. Roman Numerals3. Alphabetic
Garner, WilliamGarner, William IIGarner, William IIIGarner, William Jr.Garner, William Sr.
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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.
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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.
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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
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Rule 8—Pseudonyms and Nicknames
A pseudonym (fictious name, pen name, alias) is indexed and filed as any other personal name.
Mark TwainTwain, Mark
Babe HermanHerman, Babe
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Rule 9—Personal Names that are Identical
When personal names are identical, the address is used to determine the correct filing unit.1. City2. State3. Street4. House No.
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Rule 10—Business Names
Index the names of businesses as they are written.
Barton and Barton, Ltd.Barton/and/Barton/Ltd.
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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 TimesNew/York/Times/The
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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 CosmeticsGeorgette/Valentine/Cosmetics
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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 DiscountDollar/Saver/Discount
Tru-Flex EquipmentTruFlex/Equipment
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Rule 10
When business names are identical, the address is used to determine the correct filing order.
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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.
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Rule 12—Business Names Containing Numbers
When a business name contains a number that is spelled out
Third Avenue DeliThe name is indexed and filed as written.
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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.
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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 GalleryCloud/Nine/GalleryCloud 9 RestaurantCloud/9/RestaurantThe written number (9) will come first because numbers precede alphabetic characters (nine.)
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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 Cafe1st
XXI Electronics 2nd
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Rule 13—Business and Organization Names
An acronym is a word formed from the first letter or letters of several words.
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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
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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 ConstructionABC/Construction
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Rule 14—Government NamesFederal Government
When indexing the name of a federal government agency, the first three units will be UNITED STATES GOVERNMENT.
Department of AgricultureUnited/States/Government/Agriculture/Department/of
The fourth unit will be the most distinctive word.
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Rule 14State 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 MinesColorado/State/Mines/Department/of
Sonoma County Bureau of Parks and RecreationSonoma/County/Parks/and/Recreation/Bureau of
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Rule 14Foreign 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 DefenseWest/German/Government/Defense/Department/of
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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.
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Cross-ReferencingCBEA
CBEA10500 Grant AvenueLos Altos, CA 94022
California Business Education Association
See CBEA