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Subject:
Re: Government/Municipality names in filing
From:
Tim Barnard <[log in to unmask]>
Reply To:
Records Management Program <[log in to unmask]>
Date:
Wed, 2 Nov 2005 09:09:42 -0600
Content-Type:
text/plain
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text/plain (53 lines) 
Kristina,

I looked in "Records Management 7th Edition" to find how they would say to index these.  See Pages 59-61, Rules 10A, federal government and 10B, state and local governments.  You first index the government name (U S Govt or name of state or local government) then "the most distinctive name of the department . . . ."  This is how I would do it, based on these rules: 

1.  UNITED  STATES  GOVERNMENT  TREASURY DEPARTMENT  INTERNAL  REVENUE  SERVICE

2.  DALLAS  PARKS  DEPARTMENT     (ignore "Texas")

3.  LEON  COUNTY  PUBLIC  WELFARE  DEPARTMENT  (even if this were "Department of Public Welfare")

I hope this helps one of you with your argument.  The book's rules are based on ARMA's seven Simplified Filing Standard Rules, but differ slightly.  Where are you taking this class?  

Tim Barnard, Records Management Clerk
Harrison County, Mississippi
[log in to unmask]
Phone (228) 865-4121 Fax (228) 865-4140
  ----- Original Message ----- 
  From: Kukukajoo 
  To: [log in to unmask] 
  Sent: Tuesday, November 01, 2005 12:57 PM
  Subject: Government/Municipality names in filing


  Hey all-  I need a little help regarding gov't and municipality names and filing order.  I understand that anything federal the first three identifiers are United States Government but with state and local how does that work?  We were given the following three in a test (which I bombed) and I want to see how you would classify them and the rules.

  1. Internal Revenue Service
  Treasury Department
  United States Government

  2. Parks Department
  Dallas, Texas

  3. Leon County Public Welfare Department
  Tallahasse, Florida

  The instructions were to identify the key unit, second, third and fourth units and then place in alphabetical order. Can you help me on this as I am in a debate with  my instructor and can't find any definitive answers.

  Thanks,

  Kristina




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