According to alphabetic filing rules, a person’s last name is which indexing unit?

ALPHABETIC INDEXING RULES 1-10

WHAT IS INDEXING RULES•Indexing rules are the written procedures that describe how thefilings segments are ordered.•Read the rule carefully. Make sure you understand the meaning ofthe words used to state the rule.•Look at the examples. Note that the complete filing segment (thename and other words, such as a title) is given at the left. Then thefiling segment is separated into indexing units at the rightaccording to the rule you are studying•Be sure you understand why the filing segment has beenseparated as it has

WHAT IS INDEXING RULES•In determining alphabetic order, compare the units in the filingsegments for differences.•If the key units are alike, move to the second units, the third units,and succeeding units until a differences occurs•The point of differences determines the correct alphabetic order

Filing SegmentKey UnitUnit 2Unit 3Diane RuhlRuhlDianeDiane M. RuhlRuhlDianeMDianne RuhlRuhlDianneCompare the three filing segment and note thecorrect orderFiling Segments in an Alphabetic Indexing Rule

WHAT IS INDEXING RULES•Filing records goes much more quickly when filers are able todetermine the proper indexing order of personal and business nameson the records•Filing records based on incorrect indexing order can result in lostrecords or additional time required when users want to retrieverecords•When working with paper documents, the next step in the filingprocess is sorting

ALPHABETIC INDEXING RULES 1 - 10•RULE 1: INDEXING ORDER OF UNITS•RULE 2: MINORWORDS AND SYMBOLS IN BUSINESS NAMES•RULE 3: PUNCTUATION AND POSSESSIVES•RULE 4: SINGLE LETTERS AND ABBREVIATIONS•RULE 5: TITLES AND SUFFIXES•RULE 6: PREFIXES (ARTICLES AND PARTICLES)•RULE 7: NUMBERS IN BUSINESS NAMES•RULE 8: ORGANIZATIONS AND INSTITUTIONS•RULE 9: IDENTICAL NAMES•RULE 10: GOVERNMENT NAMES

RULE 1: INDEXING ORDER OF UNITS

A. PERSONAL NAMES▪A personal names is indexed in this manner:▪The surname (last name) is the key unit▪The given name (first name) or initial is the second unit▪The middle name or initial is the third unit▪If determining the surname is difficult, consider thelast namewritten as thesurname.▪A unit consisting of just an initial precedes a unit that consists of a completename beginning with the same letter—“nothing before something.”▪Punctuationis omitted.▪Remember, theunderscored letterin the example shows the correct order.

Neil J. SalkindSecond Unit(First Name)Key Unit(Surname/Last Name)Third Unit(Initial/Middle Name)

Uma SekaranSecond Unit(First Name)Key Unit(Surname/Last Name)

INDEXING MALAYSIAN PERSONAL NAMES•Internationally, indexing personal names can be different according tovarious countries•As for the country of Malaysia, when indexing personal names inrecords management program in government associations, theMalaysian names are indexed as they are written (according toNational Archive Act 2003, Malaysia)

•Dalilah A. Samad•Rozita Che Wan•Sharrifah Aini Syed•Tan Lee Peng•

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U S state, Federal government of the United States, Given name, Diane M RUHL

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