Unit 8. Filing and Indexing
INDEXING
This means to prepare the files to be placed in alphabetical order.
Individual names.
For indexing individual names, we put the SURNAME before the FIRST NAME. The surname is ALWAYS FOLLOWED BY A COMMA. The rule applies to the surname only. Examples:
John Smith = Smith, John
Paul Burke = Burke, Paul
After indexing, the files can be put in alphabetical order ACCORDING TO SURNAME. This is similar to when teachers call out the roll book on mornings. Students are called out in order of their surname.
In the example above, “Burke, Paul” would come before “Smith, John”
When individuals have the same first name and the same surname, then the middle name is used. Example:
Brown, Mary T
Brown, Mary V
After indexing, the initial is used to determine the order of the names. If both initials begin with the same letter, then initials should not be used. You should spell out the middle name, unless both have two middle names.
NOTHING BEFORE SOMETHING
Mary Anne Brown
Maryanne Brown
Indexed:
Brown, Mary Anne
Brown, Maryanne
How do we put those names in alphabetical order? Use the rule “Nothing before Something”
In the case above, for the first example, after “Mary” come a space and then “Anne”. The space is the nothing. “Anne” could be part of the first name or the middle name.
Other Examples include
“D’andrade” before “Damien”
“De la Cruz” before “Dean”
MARRIED WOMEN
When a woman takes her husband’s name, whether there is a hyphen or not:
Example:
Jane Spencer Thomas OR Jane Spencer – Thomas
It should be indexed as:
Spencer Thomas, Jane
She should be addressed as: Mrs Spencer Thomas (with our without the hyphen)
Using the Rule : "Nothing before something"
Jane Spencer Thomas
Jane Spencer
How to index these two individual names and put them in alphabetical order? Answer:
Spencer, Jane
Spencer - Thomas, Jane
For the first name, after"Spencer" there is nothing. For the second, after "Spencer", there is "- Thomas". "-Thomas" is the "something"
BE CAREFUL NOT TO MIX UP MIDDLE NAME WITH MARRIED NAME
Example:
Jennifer Love Hewitt
If "Love" is her middle name: Hewitt, Jennifer Love
If her name was "Jennifer", her surname was "Love" and she married Mr "Hewitt"
= Love Hewitt, Jennifer
Sometimes the hyphen (or dash) is excluded. Sometimes, even when it is included, that does not mean that the person is married.
Example: Shiloh Jolie- Pitt (daughter of Angelina Jolie and Brad Pitt) = Jolie-Pitt, Shiloh
Notable Rules
- Surnames beginning with “St”, should be indexed as if it were “Saint”
Example: St Cyr, St Benedict
- Surnames beginning with “Mc” or “Mac”, should be treated equally as “Mac”
Examples: McBernie, McGregor, MacDonald
BUSINESS NAMES
Businesses beginning with numbers always go first. There is no need to spell them out.
Example: $1 store
Businesses that have individual names are not indexed.
Example: Keith Beckles and Associates
INCORRECT: Beckles, Keith and Associates
CORRECT: Keith Beckles and Associates
INDEXING BUSINESS AND ORGANIZATIONS
When the name begins with “The”
Below, newspaper publications are indexed and placed in alphabetical order
Express, The
Guardian, The
Newsday, The
When the first few words are repeated.
Below, government ministries are indexed and placed in alphabetical order
Arts & Multiculturalism, Ministry of
Education, Ministry of
Sports, Ministry of
Works, Ministry of
NOTE:
Indexing and putting names in alphabetical order can be very confusing to some persons. If you are having difficulty, please take a look at your ID card.