Here are some rules for alphabetical filing of your records, based on the Indiana Commission on Public Records - Records Management .
For data entry, always check for records having been entered with other spellings, before making a new record.
Contact me for data cleanup projects, including making your data consistent for proper alphabetizing.
SITUATION | RULE | EXAMPLE |
1. Names (Nikki B. Schultz) |
Alphabetize according to the last name first, then the first name, then any initial. |
Schultz, Nikki B. |
2. Initials (A.E. Richards) |
Alphabetize an initial before a name beginning with the same letter. Data entry: enter full name if known. |
Richards, A.E. before |
3. Names with prefixes, with or without spaces (Al, De, Del, De La, Dela, El, Las, Le, Les, Los, Van, Van der, Vander, Von, etc.) |
Treat a surname with a prefix the same as any other surname. Treat surnames with spaces as if were one word. Data entry: Agree on a standard and keep to it. Suggestion: separate foreign language words (De la Cruz), unless commonly put together (LeBarbra) |
LeBarbra, Mary before De la Cruz, Gloria before |
4. Abbreviated personal names |
Alphabetize as though the names are spelled out. Exception: don't spell out St. (for Saint). Data entry: Spell out words, except St. for Saint. |
Klebsch, William J. after Exception: St. James, Barbara after |
5. Hyphenated names or compound names (Jean Melius-Tiff, Maria Garcia Lopez) |
Alphabetize the entire surname as one name (look for consistent use of the compound name, rather than using a maiden name as a middle name). Spanish and Italian language names often have compound names. Data entry: Put the hyphen in if the person uses one. |
Melius-Tiff, Jean after Garcia Lopez, Maria |
6. Professional titles with the name |
Disregard the title when alphabetizing. Data entry: put titles in separate fields (prefix like Mr or Rev., postfix like M.D.) |
Stone, Tom K. (Rev.) |
7. Personal titles |
Alphabetize after other units in the name. |
Richards, John R. Jr. before |
8. Single letters in business names |
Index each letter as a single unit, disregarding prepositions and conjunctions. |
J & M Computers before |
9. Married titles |
Alphabetize according to the name provided. Data entry: enter the given name (Mrs. Margaret Lee), with salutation as specified (Mrs. Alfred Lee) |
Lee, Alfred Mrs., before |
10. Abbreviations in business names |
Alphabetize as though abbreviations are spelled out. Data entry: Spell out name, with alias for abbreviated form. |
San Francisco Business Times before |
11. Articles and prepositions |
Small words and symbols are disregarded when alphabetizing. Data entry: Enter full name, including articles and prepositions (Burton on Trent), with alias (Burton Trent). Discard "the", or put at end (Pet Store, The) |
Burton on Trent after The Pet Store before |
12. Hyphenated business names |
Alphabetize each word as one unit. |
Klapp-Lapp Grocery before |
13. Compound business names |
Index compound names as one unit. |
Inter-State Cab Co. after |
14. Compound geographic names |
Alphabetize compound name as one unit (as if were LasVegas). |
Las Vegas Supply after |
15. Possessives (Smith's Candy) |
Alphabetize each unit, disregarding the 's. Data entry: include the possessive |
Smith's Candy before |
16. Numbers in names |
Alphabetize in numerical sequence. Data entry: Agree whether to use numbers or spell out the numerical words. Put the other spelling as an alias. |
59th Street Salon after |
17. Federal government |
When alphabetizing departments or Agencies, start with "United States Government". |
United States Government Department of
Defense after |
18. Foreign government |
Alphabetize by the country name, then the department name. |
China Republic before |
19. Schools |
Alphabetize by the name, then by city and state. |
King Elementary, Bensalem, Pennsylvania
before |
20. Colleges and universities |
Alphabetize by name, then by city and state. |
Princeton University, Princeton, New Jersey
before |
21. Hospitals |
Alphabetize as written, then by city and state. |
Morris County General, Morristown, New
Jersey before |
22. Financial institutions |
Alphabetize as written, then by city and state. |
Summit Bank, New York, New York before |
23. Foreign names |
When surnames and given names cannot be distinguished, alphabetize as they appear. Some cultures have family name first, some last, and some switch to match the culture they are living in - for example, some Chinese-American families use family name first while others match American customs. Data entry: Check for record with alternate spellings (Bing, Ho Yung vs Yung, Bing Ho) and cross-verify (e.g. do phone numbers match). Consider labeling field "Family name" instead of "Last name". |
Bing Ho Yung before |