LESSON 2 NAME IN INDEXING ORDER

Transcription

1 LESSON 2 Learning Objectives Upon the completion of Lesson 2, you will be able to do the following: Index and alphabetize business names containing punctuation and possessives. Index and alphabetize names that contain single letters and abbreviations. Index and alphabetize names that contain titles and suffixes. RULE 3: Punctuation and Possessives Disregard ALL punctuation when indexing personal and business names. Close up the letters or words and index them as one filing unit. When indexing personal and business names, ignore commas, periods, hyphens, slashes, and EXAMPLES OF RULE 3 NAME AS WRITTEN Complete Self-Check 4 on page 19. Complete Exercise 3 on page 2 NAME IN KEY UNIT UNIT 2 UNIT 3 UNIT 4 Brooks Tuxedo Rentals BROOKS TUXEDO RENTALS Brooks-Pallard Company BROOKSPALLARD COMPANY Cal-Ad Advertising Agency CALAD ADVERTISING AGENCY California Pretzel Company CALIFORNIA PRETZEL COMPANY Paula T. Coddington CODDINGTON PAULA T Steven Coddington-Jones CODDINGTONJONES STEVEN Coddingtons Video Center CODDINGTONS VIDEO CENTER apostrophes, and close up the letters and words. For example, index Mid-City Lanes as MIDCITY LANES all caps with no punctuation. Study the following names. Notice that all punctuation has been omitted in names written in indexing order. The underscored letter determines the correct order of the names. Combs, Nu & Levy COMBS NU AND LEVY Combs/Reese & Associates COMBSREESE AND ASSOCIATES Combs s Florist and Greenhouse COMBSS FLORIST AND GREENHOUSE 15

2 RULE 4: Single Letters and Abbreviations Index single letters that make up a complete name or a single abbreviated word as one filing unit, regardless of spacing and punctuation. Radio and TV station call letters are one unit, regardless of spacing. When single letters are part of a name, the spacing between the letters determines the filing units. Personal Names Initials in full personal names are separate filing units. Abbreviations of personal names (Wm., Jos., Thos.) and brief personal names or nicknames (Cher, Liz, Bill) are indexed as they are written. Business Names Index single letters in business names as they are written. If there is a space between single letters, index each letter as a separate unit. If the single letters are written together, index them as one filing unit. EXAMPLES OF RULE 4 NAME AS WRITTEN Complete Self-Check 5 on page 2 Complete Exercise 4 on page 2 NAME IN Fort Worth FORT WORTH AUTO REPAIR Auto Repair Ft. Bragg Motor Inn FT BRAGG MOTOR INN KBEZ Radio KBEZ RADIO KFMP Television KFMP TELEVISION M A J Trucking, Inc. M A J TRUCKING INC M & M Auto Parts M AND M AUTO PARTS M. A. D. D. MADD M-T Enterprises MT ENTERPRISES Mt. Hope Cinema MT HOPE CINEMA MT Water MT WATER SYSTEMS INC Systems, Inc. Index acronyms (words formed from the first, or first few, letters of several words) as one filing unit. Abbreviated words (Ft., Gt., Co., Inc.) and abbreviated full names (AAA, YMCA, M. A. D. D.) are one filing unit regardless of spacing and punctuation. Remember also, radio and television station call letters are one unit. Later you will learn to cross-reference spelled-out names to their acronyms or abbreviations if necessary. Abbreviations of complete business names (A.B.A.; A T & T; IBM) and acronyms (A R C O; NOW; WAC) are one filing unit regardless of spacing and punctuation. Remember that spacing determines the filing units when letters are part of a business name. It is not necessary to know what letters and abbreviations represent. IQ T Enterprises is a three-unit filing segment. A B C Playschool is a four-unit filing segment; but ABC Playschool is a two-unit filing segment spacing determines the filing units when letters are part of a business name! Study the following examples. The underscored letter determines the correct order of the names. 16 ALPHABETIC INDEXING RULES

3 RULE 5: Titles and Suffixes Index all titles last when they are used with full personal names. Index titles as they are written when they appear with only a given name or a surname. Index personal name suffixes last but before titles in the order that they appear after the surname. Place numeric suffixes before alphabetic suffixes. Index titles in business names in the order that they are written. Personal Names Use titles and suffixes to determine filing order with identical full personal names. Index all titles last when they appear with full personal names. Titles include personal (Miss, Mr., Mrs., Ms.), professional (Dr., Prof.), religious (Brother, Fr., Rabbi, Rev.) or royal (Queen, Prince, Princess) titles. When a seniority designation is required for filing, it is the last filing unit in the name, but consider it before using any titles (Ms., Dr., Rev.). Numeric suffixes (II, III) come before alphabetic suffixes (Jr., Sr.). When professional suffixes (D.D.S., M.D., CRM, Ph.D.) are required for filing, index them last in EXAMPLES OF RULE 5 NAME AS WRITTEN *Numeric filing units come before alphabetic units. Complete Self-Check 6 on page 2 Complete Exercise 5 on page 29. Complete Computer Exercises 3, 4, and Complete Test 2 on page 31 and Test 2A (optional) on page 3 NAME IN KEY UNIT UNIT 2 UNIT 3 UNIT 4 Dr. Mary Mendoza MENDOZA MARY DR Prof. Mary Mendoza, Ph.D. MENDOZA MARY PHD PROF Miss Day s Lighting Co. MISS DAYS LIGHTING CO Mister Jay Fashions, Inc. MISTER JAY FASHIONS INC Ms. Eiko Mitsui MITSUI EIKO MS Mr. T. MR T Dr. Lou Prince, II PRINCE LOU II* DR Dr. Lou Prince, CRM PRINCE LOU CRM DR Dr. Lou Prince PRINCE LOU DR Princess Margaret PRINCESS MARGARET alphabetic order as written, but consider them before all titles. If more than a title or a suffix appears in a name, code the name as follows: Dr./Michael/W./Fox,/Jr.,/CRM Royal and religious titles followed only by a given name or a surname are indexed and filed as written Prince Charles, Father Hogan, Rabbi Frank (the key units are underscored). Apply the same principle to courtesy and professional titles. Should they appear with only a first or a last name or initial, index the titles as they are written and in the order they are written Mr. T., Dr. Seuss, Madame Colette (the key units are underscored). Index all titles and suffixes as written but do not include punctuation. For example, index Jr., Ph.D., Dr., and Maj. as JR, PHD, DR, and MAJ. Business Names Index all titles in business names as they are written and in the order written. See Rules 1 and Study the following examples. The underscored letter determines the correct order of the names. LESSON 2 17

4 SELF-CHECK 4 Name Date INSTRUCTIONS. For each group of four names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 4 in correct alphabetic order. Solutions are on page 9 Group A Esther Middleton Mid-City Jewelers Mid City Service Center Middleton s Computer Service Group B George Harold s Stereo Center Harold-Bryant Gallery Harold s Flower Shoppe George Harold Group C Eileen Gunn Guns-N-Stuff Company Gun/Neifer Construction Company The Gun Center LESSON 2 19

5 EXERCISE 3 Name Date INSTRUCTIONS. For each group of eight names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 8 in correct alphabetic order. Group A Gerling s Piano Rentals Warren B. Tryon Warren Tryon Boat Center The Urban Funeral Home Try-It Barber Shop Sandra Gerling-Yelle Julie Tryon Tryon, Warren, & Chou Offices Group B The Plant & Pet Shop A Touch of Class Pant-Ease Infant Wear Company Pan-American World Airways Plants and Baskets Gallery Aaron s Tree Service Plant-In-Time Greenhouse Plant s Bake Shop LESSON 2 21

6 SELF-CHECK 5 Name Date INSTRUCTIONS. For each group of four names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 4 in correct alphabetic order. Solutions are on page 9 Group A U N E S C O US Air U S A Baby USA Today Group C S & A Corp. S & A Sales S. A. D. D. S-S Electric Repair Shop Group B WNYB-TV Wm. Holt Brake Shop Williamsville Health Clinic W M Bus Parts, Inc. LESSON 2 23

7 EXERCISE 4 Name Date INSTRUCTIONS. For each group of eight names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 8 in correct alphabetic order. Group A A A Word Processing A R M A AAR-SAN Home Improvement A American Master Plumber A B C Exterminators ABC Locksmith Service AAA A-Z Playschool Group B Mt. Morris Furniture Thos. Murphy LA-Z-BOY Showcase L C C Financial Services Liz Murphy Real Estate Co. L-M Welding Co. Mount Vernon Supply Co. Thomas Murphy LESSON 2 25

8 SELF-CHECK 6 Name Date INSTRUCTIONS. For each group of four names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 4 in correct alphabetic order. Solutions are on page 9 Group A Ms. Anne Larson Princess Anne Anne Larson, CRM Miss Chan s School of Dance Group C Manuel Romero, Jr. Rev. Romero Manuel Romero, Jr., Ph.D. Dr. Manuel Romero Group B Mr. Bill Mullen Mr. C Cleaners Mr. Bill s Munch & Crunch Mr. Bill Mullen, Jr. LESSON 2 27

9 EXERCISE 5 Name Date INSTRUCTIONS. For each group of eight names below, write each name in indexing order in the appropriate blanks (write key unit in KEY UNIT column, second filing unit in UNIT 2 column, and so on). In the column, number the names in each group 1 to 8 in correct alphabetic order. Group A Doc s Truck & Auto Center Doctor T s Bar The Doctor s Prescription Pharmacy Dr. Mike Ms. Ellen Loomis Mrs. Ellen B. Loomis Dr. Ellen Loomis, D.D.S. Queen Elizabeth Group B Charles J. Ellis, Jr. Charles J. Ellis, II, M.D. Rabbi Epstein Father Tom Stanley Charles J. Ellis, Sr. Prince Charles Sister Edwardine Sr. Sara s Health Foods LESSON 2 29