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Records management: An introduction to the file rules and indexing. Filing rules. The filing rules used most frequently in business have been developed by the association of records managers and administrators. each company adapts the ARMA filing rules to meet its specific needs. ARMA filing rules: rule one: indexing order of units. personal names are indexed by surname, first name or initial, middle name or initial, business names are indexed as written in a letterhead or trademark, or each word is a separate unit. Rule two: minor words and symbols in business names. articles, prepositions, conjunctions, and symbols are considered separate indexing units. if the word "the" is the first word of the business name it becomes the last indexing unit. Rule three: punctuation and possessives. disregard all punctuation when indexing business and personal names. Rule four: single letters and abbreviations. personal names: initials and personal names are considered separate indexing units. abbreviations of personal names and brief personal names are indexed as written. business names. single letters, and business names are indexed as written. If single letters are separated by a space, index each letter as a separate unit. index acronyms (such as KFC and ARMA) and television and radio call letters as one unit. Abbreviated words, company, incorporated, and names (KFC, A&E) are indexed as one unit regardless of punctuation or spacing. Rule five: titles and suffixes. personal names. a title before a name. a senior suffix. or professional suffix after the name is the last indexing unit.. numeric suffixes are filed before alphabetic suffixes. if a name contains both a title and a suffix, the title is the last unit. Royal and religious titles followed by either a given name or surname only are indexed as written. Business names. titles in business names are indexed as written. rule six: prefixes, articles and particles. an article or particle in a personal or business name is combined with the part of the name following it to form a single unit. any spaces or punctuation between the prefix and name should be ignored. Rule Seven: numbers in business names. numbers that are spelled out are filed alphabetically as written. numbers in digit form are one unit. names that include numbers as the first unit in digit form are filed in ascending order before alphabetic names. rule eight: organizations and institutions. the name of an organization or institution is filed according to how it appears on the group's letterhead. if the word "the' is used as a first word in these names, it is considered the last indexing unit. rule nine: identical names. if entire names are identical the order is determined by address. addresses are considered in this order: city names, state or province, street names including Avenue Boulevard etc. when the first unit of a street name is written in digits the names are filed in ascending numeric order before the alphabetic street names. street names with compass directions north-south etc. are indexed as written. if city name and...