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.

Assignment