Records Management An Introduction to Filing Rules and Indexing

Summary

The video script introduces ARMA filing rules for efficient records management, emphasizing indexing order for personal and business names. It outlines rules for indexing units, handling minor words and symbols, punctuation, possessives, single letters, abbreviations, titles, prefixes, numbers, and organization names. It also addresses how to index identical names, government names, and foreign names, providing a structured approach to organizing and retrieving records.

Takeaways

• 📂 **ARMA Filing Rules**: The script introduces the ARMA filing rules, which are adapted by companies to meet their specific needs for records management.
• 🔍 **Indexing Order**: Personal names are indexed by surname first, followed by first name or initial, and middle name or initial.
• 📜 **Business Names**: Business names are indexed as written, with each word considered a separate unit.
• 📄 **Minor Words in Names**: Articles, prepositions, conjunctions, and symbols are treated as separate indexing units in business names.
• 🔖 **Punctuation Disregard**: Punctuation is ignored when indexing both personal and business names.
• 📝 **Single Letters and Abbreviations**: Initials and abbreviations are indexed as written, with acronyms and call letters treated as one unit.
• 🏷 **Titles and Suffixes**: Titles and suffixes in personal names are the last indexing unit, with numeric suffixes filed before alphabetic ones.
• 🔢 **Numbers in Names**: Spelled-out numbers are filed alphabetically, while digit numbers are treated as one unit and filed before alphabetic names if they are the first unit.
• 🏛 **Organizations and Institutions**: These are filed according to their letterhead, with 'the' as the last indexing unit if it's the first word.
• 🌐 **Identical Names**: For identical names, the order is determined by address, with city names, state or province, and street names considered in sequence.
• 🏢 **Government Names**: Government names are indexed by the governmental unit name first, followed by the distinctive department or office name.

Q & A

What is the primary purpose of ARMA filing rules?

The ARMA filing rules are designed to provide a standardized method for organizing and indexing records in a way that meets the specific needs of each company.

How are personal names indexed according to ARMA filing rules?

Personal names are indexed by surname, first name or initial, and middle name or initial.

What is the treatment of business names in the ARMA filing system?

Business names are indexed as written in a letterhead or trademark, with each word considered a separate unit.

How do you handle minor words and symbols in business names when indexing?

Minor words such as articles, prepositions, conjunctions, and symbols are considered separate indexing units.

What is the rule for punctuation and possessives when indexing names?

All punctuation is disregarded when indexing business and personal names.

How are single letters and abbreviations indexed in the ARMA filing rules?

Single letters and abbreviations are indexed as written. Acronyms and call letters are indexed as one unit.

What is the indexing rule for titles and suffixes in personal names?

Titles before a name and suffixes after the name are the last indexing unit, with numeric suffixes filed before alphabetic ones.

How are prefixes, articles, and particles treated in personal and business names?

They are combined with the part of the name following them to form a single unit, ignoring any spaces or punctuation.

What is the indexing rule for numbers in business names?

Numbers spelled out are filed alphabetically, while numbers in digit form are treated as one unit and filed in ascending order before alphabetic names.

How are organizations and institutions indexed?

The name of an organization or institution is filed according to how it appears on the group's letterhead, with 'the' as the last indexing unit if it is the first word.

What is the procedure for indexing identical names?

If entire names are identical, the order is determined by address, considering city names, state or province, street names, and house numbers in that order.

How are government names indexed in the ARMA filing system?

Government names are first indexed by the governmental unit (country, state, county, or city), followed by the distinctive name of the department, office, or board.